Create and assign an optional role
You can use optional roles to give employees access to other employees who are not in the same hierarchy location, using a specific profile. Optional roles are not recommended for system administrators, as they already have full access to all employees.
This is an administrative function only. Only users with certain permissions can perform these tasks.
The optional role function uses a role to hold a list of employees. This list is not dynamic and you need to maintain it manually. The name of this role is included in the Quick Links section of the navigation menu on the left-hand side of the screen for any employee added to the role.
Examples of the use of optional roles include:
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Giving first aiders access to the Medical, Next of Kin and Home Address screens, plus restricted access to the Main screen, for all employees
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Giving a PA access to the Holiday screen and Planner for directors
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To create the list of employees covered by a role, go to Admin > Users, Profiles & Roles > Roles > Add New Role.
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Enter Name for the role and select the Members tab.
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Click Add Employee and select the employees you want users with this role to be able to see.
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Create the profile to be used to access these employees.
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To assign a user to the role and profile, go to Admin > Users, Profiles & Roles > Users.
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Select the required user then select the Profiles tab.
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In the Specify an optional role field, select the role and profile.
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Select Save.
If possible, log on as the user and check that they can see the correct details.