Knowledge base / Employee Directory / Roles & permissions
Roles & permissions
There are three roles: Employee, HR and Admin. The role decides what the screens offer. SharePoint permissions, set up by the app, decide what can actually be read and changed.
How a person's role is decided
The first rule that matches wins:
- Admin: site collection administrators and site owners, people listed as directory admins under Admin › Access, and members of the Directory Admins group.
- HR: people listed as HR under Admin › Access, and members of the Directory HR group.
- Employee: anyone else who can open the page.
| Capability | Employee | HR | Admin |
|---|---|---|---|
| Search people; view profiles, org chart, departments, celebrations, kudos | ✓ | ✓ | ✓ |
| Edit own profile, banner and favourites | Own | Own | Own |
| Give kudos | ✓ | ✓ | ✓ |
| File a change request | For self | For anyone | For anyone |
| See change requests | Own | All | All |
| Approve or decline change requests | — | ✓ not own | ✓ not own |
| See inactive and hidden people; see "HR only" fields of others | — | ✓ | ✓ |
| Edit employee records, overrides, hide people, add people by hand | — | ✓ | ✓ |
| Hide or restore kudos | — | ✓ | ✓ |
| Dashboard | If enabled | ✓ | ✓ |
| Export people to CSV | If enabled | ✓ | ✓ |
| Reports, audit log, sync history | — | ✓ | ✓ |
| Preview a sync | — | ✓ | ✓ |
| Run a sync; send reminders | — | — | ✓ |
| Settings, features, fields, notifications, reminders, access, branding | — | — | ✓ |
| Edit department details | — | — | ✓ |
| Check and repair lists; apply security | — | — | ✓ site owner |
| Activate or remove the licence | — | — | ✓ |
Features also depend on the plan (see Part 7). "If enabled" means an admin switch, off by default.
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