---
title: Understanding User Roles in HRSimplified
description: HRSimplified offers a range of user roles, each with specific permissions that determine the level of access a user has within the system. These roles help define what an employee, manager, or HR administrator can see and do. Assigning roles…
url: "https://hrsimplified.org/docs/understanding-user-roles-in-hrsimplified/"
updated: "2025-02-03"
category: General System
---

# Understanding User Roles in HRSimplified

HRSimplified offers a range of user roles, each with specific permissions that determine the level of access a user has within the system. These roles help define what an employee, manager, or HR administrator can see and do.

Assigning roles correctly ensures that sensitive HR data remains secure while enabling users to perform their designated tasks effectively.

This article will cover:

- **Where to assign roles**
- **A breakdown of each role and its permissions**

![](https://hrsimplified.org/wp-content/uploads/2025/02/image-1024x576.png)

### **Assigning a Role to an Employee**

User roles are assigned on the **Employee Record** under the **Employment Information** tab.

Steps to assign a role:

1. Navigate to **HR Administration > Employees**
2. Select the employee you want to update
3. Click on the **Employment Information** tab
4. Enable the **Generate User Login** toggle
5. Select the appropriate **User Role** from the dropdown menu

Once the login is generated, the employee will receive an email with login details.

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### **User Role Breakdown**

#### **1. Employee**

✅ Can only access **"My"** menu items (e.g., My Leave, My Assets, My Profile)
✅ Cannot see HR Administration or other employee data
✅ Can submit leave requests, claims, and performance reviews for themselves

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#### **2. Management (Manager User)**

✅ Has all Employee permissions
✅ Can view and manage only **their direct reports** in HR Administration
✅ Can:

- Approve leave and claims for their team
- Complete performance reviews
- Add HR notes to an employee file
  ✅ Cannot access other HR data or employee records

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#### **3. Executive**

✅ Has all **Manager** permissions
✅ Additional access to:

- **HR Insights**
- **Time & Attendance Insights**
- **Performance Management Insights**
  ✅ Suitable for department heads or executives who need HR analytics

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#### **4. HR Administrator**

✅ Has all Manager permissions
✅ Full access to **HR Administration**
✅ Can manage:

- Employee records
- Leave policies
- Performance management
- Organizational structures

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#### **5. Finance Company Admin**

✅ Has all Manager permissions
✅ Additional access to **Claims Processing**
✅ Cannot access sensitive HR data

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#### **6. HR Executive**

✅ The **highest-level** user with **full system access**
✅ Can approve and override any request
✅ Suitable for **CEOs, HR Directors**

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#### **7. Receptionist**

✅ Can track **Time & Attendance**
✅ Can log **employee check-ins** and **temperature checks** (for COVID-19 tracking)
✅ Cannot access HR Administration

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#### **8. Project Manager**

✅ Has Manager permissions
✅ Can **create projects** and **assign tasks**
✅ Additional access to **Project & Task Management**

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#### **9. Asset Manager**

✅ Has Manager permissions
✅ Can process **Asset Requests**
✅ Manages **Asset Allocation & Consumables**

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### **Conclusion**

By assigning the correct roles, you ensure that employees have the right level of access while protecting sensitive company data.

For more information, visit our **HRSimplified Knowledge Base** or contact **[support@hrsimplified.org](mailto:support@hrsimplified.org)**.