Add a new profile

This is an administrative function only. Only users with certain permissions can perform these tasks.

  1. To access the Profiles screen, go to Admin > Users, Profiles and Roles > Profiles. Profiles screen lists all existing profiles, both fixed and user defined. To view information about a profile, click its name in the list.

  2. At the end of the list, click Add New Profile.

  3. Enter a Name and Description then select the Data Screens tab.

  4. Select HR Screens, Recruitment Screens or Query Builder Only Screens then select the access you want to give users for each screen (refer to following table.

    Option Description/How to complete
    Show

    If you select this option, any user assigned to the profile can view the screen.
    Fields

    If you make a screen visible to users, all its fields are visible by default. If you want to change this (i.e. restrict the visible fields), click Showing all fields, configure the permissions for each field in the list by clicking Show, Hidden or Read Only, and then click OK.
    Can Update?

    Select one of the following:

    • Directly - if you want to allow users to directly update the screen For example, you may want line managers to directly update the Absence screen so that they become responsible for recording absence information for their department.

    • Read Only - if you want to allow users to view information on the screen but not make any changes. For example, you may want line managers to view the benefits that an employee receives, but not add any new benefits directly.

    • By Request - if you want to allow users to request updates to the information on the screen. For example, you may want employees to send holiday requests to their line manager.
    Can Delete?

    Select one of the following:

    • Directly - if you want users to be able to delete information from this screen

    • No - if you do not want users to be able to delete information from this screen The Can Delete option allows the user to delete information from this screen. If you select By Request in the Can Update field, it allows the user to ask for information to be deleted from this screen. For example, you may want employees to request to delete holidays: if an employee selects Delete, the system sends a request to the holiday authoriser for approval .
    Can Export?

    Select Yes or No.

  5. Repeat these steps until you have completed all the profile details then select Save.

    Some options are not available for certain screens: for example, Training Attendance, because this screen is populated via the Training module.