Definitions of Access Role Permissions

Definitions for global and scoped access role permissions.

OVERVIEW

This article defines each permission that can be granted to an Access Role in HRIS. If you're not sure what checking a box for a specific role might grant users the ability to do, you're in the right place!

If you would like to learn more about the Access Role that includes access to all permissions in HRIS, you'll want to read Administrator Access Roles. 

It's important to remember that Roles and Permissions are multi-faceted in Namely. If you're looking for information on Namely Payroll roles, you'll want to read Namely Payroll User Administrative Roles.

If you're looking for information on granting access to profile fields (view, edit, request), you'll want to review our articles on Field Group Bundles: 

• Field Group Bundles

• Field Group Bundle Permissions

 

Tips for Usage

If you're on the hunt for permissions related to a specific task in Namely, we've got some resources that might narrow down your search: 

• Roles and Permissions for Time Off

• Roles and Permissions for Performance Management

• Roles and Permissions for Data Imports and Exports

• Roles and Permissions for Onboarding and E-Verify

 
We also recommend using the Ctrl (or Command) + F function to find a specific definition in this article.

 

Access to Edit Roles and Permissions

Visit How can I update Access Role permissions? for more information.

 

GLOBAL GENERAL PERMISSION DEFINITIONS

• Global can log in: Grants login access to Namely HRIS.

• Global can import data: Allows a user to import CSV files via Namely’s import tool in Company Settings.

• Global can export data: Enables a user to conduct a full data export. Recommended for HR Admin level employees and higher.

• Create announcements: Share an update in the organization’s newsfeed on the Namely Homepage. If a user has this permission, they can also delete their own updates.

• Destroy all announcements: Allows the user to audit the organization’s newsfeed, and delete inappropriate announcements shared by others.

• Email all announcement: Enables the checkbox “Email update to all” when sharing announcements in the newsfeed. Without this permission, users may only post directly to the newsfeed with no email notification.

• Create comments and likes: Permits users to comment on previously shared announcements, including activity posts from the Namely widgets (i.e. birthdays, new hires and work anniversaries).

• Destroy all comments: Allows the user to audit previously shared comments, and delete any comments that are inappropriate. 

• Send files to support: Permits a user to access the Support File portal, through which confidential, proprietary data files may be sent to the Namely Support and Services teams. A user with this permission may also access and view other previously sent support files. Note: Password protect all sensitive files.

• View credential history: Allows the user to view the Credential History report under Company > Reports. Users with this permission may audit employees’ login attempts to Namely HRIS.

• Company can view vitals: Allows the user access to the Company’s Vitals dashboard, which displays utilization on custom teams, growth percentages, new hires and departures (within the last 30 days), and company-wide performance levels. 

• Company can view reports: Allows the user to access a small library of standard reports viewable in the Company tab.

• Can view audit reports: Allows the user to view audit reports within the Analytics module.

• Pay groups: Grants the user access to manage a payroll client's pay groups.  Initially pay groups are created and assigned by the Namely Implementation team.

• Can manage paper check: Users with this permission may elect to receive a paper check rather than requiring a bank account in Banking Information on their profile.

• Can view profile status: Grants users the ability to review the completeness of an employee’s payroll profile via the Profile Status page.

• Reporting engine: Permits the user access to the reporting engine to create custom reports. A user’s field permissions will always be respected in the reporting engine; users are not able to report on data beyond their permission settings.

• Benefits Setup: Allows user to access ben admin portal via Manage Benefits option on springboard.

• Integrations payroll admin: Grants the user access to Namely Payroll as an administrative user. Please note that in order to access Namely Payroll, the user must also have a User Role in Namely Payroll with the same email as their Namely HRIS Profile.

• Integrations payroll: Grants the user access to Namely Payroll as an employee user.

• Integrations payroll timesheet always on: Enables hourly users’ ability to enter their time into time cards and against projects or jobs in Timesheets.

• Integrations payroll paystub always on: Allows a user to access the Pay Stub tab in Namely Payroll to view their current and historical pay checks.

• Tasks manage all: Grants the user access to manage all task lists created on the platform. By default, users are only able to manage the task lists created by them or lists of which they are owners.

• Tasks can create: Enables the Tasks feature, accessible from the users’ personal springboard on the Namely Homepage.

• Team add remove teams: Activates the Custom Team feature, accessible from the Team page. Users may add or delete teams.

• Team draft share: Grants the user access to view any Custom Team with a status of draft. 

• Team can view goals: Permits the user to view the goals of Custom Teams and the goals of the company’s groups, including departments and divisions. 

• User create: Enables the Add New Person tab viewable on the People page.

• Review create: Enables the user to utilize the Review Creation tool in Performance Management. This tool is not recommended for use by anyone who is not an Admin.

• Review delete: Grants the user access to delete a performance review. Deleted reviews are not accessible or recoverable.

• Review template create: Enables a team member to access and manage performance review templates, including the template index page and folders. This permission must be combined with Review Create to allow a user to update templates.

• Review view all self reviewers: Enables the employee to view their previously provided feedback on other users’ performance reviews. In other words, users are able to see all reviews that they have written.

• Review batcher manage: Allows a user to access and manage the performance review cycle wizard. Note with this access, users will be able to view and manage all performance review cycles.

• API permanent access token: Allows a user to have full and complete access to the platform, with the ability to manage the API access token and connection.

• API / OAuth applications: Grants the user access to manage and interact with the API on a limited basis, with permission scopes implemented.

• Change requests manage all: Allows a user to manage all submitted change requests company-wide. Typically users are only able to manage the requests submitted to them for approval.

• Edit onboarding templates: Grants the user access to view, create, edit and delete onboarding templates used to induct new hires onto the platform. 

• Administer onboarding sessions: Allows a user to administer and manage onboarding sessions for new hires. Also, allows a user to use the Manage E-Signature tool

• Manage E-Verify: Grants the user access to create, submit, and manage cases through Namely’s E-Verify integration.

• Manage apps: Must be checked along with "Compliance admin" to enable access to the Comply Database and administrative access to Advice & Action features.

• Compliance admin: Provides access to the Trusted Contacts page and as well as administrative access to Advice & Action features.

• Access Benefits admin: Grants the user to "Manage Benefits" on the homepage springboard. The user will also need a user role with proper permission in your Payroll site.

• Manage Trusted Contacts page in company setting: Allows a user to select and manage all Trusted Contacts for the company.

• Custom Reports Administrator: Provides the ability to see and interact with information from any data that can be queried by Custom Reports. Users with this permission can edit reports created by any user. This permission cannot be scoped and is appropriate for HR administrators and IT. All users with the Administrator access role will automatically have this permission.

• Can Access Payroll Register Data for Custom Reports: Provides access to Custom Reports and the ability to interact only with Payroll Register data. Users with this permission can only edit reports that they created. We recommend this permission is granted to Payroll Administrators.

 

GLOBAL COMPANY SETTINGS PERMISSION DEFINITIONS

• Company settings info: Grants access to the company info tab within the Company Settings, under the General section.

• Company settings overhead: Allows a user to view and update the company overhead multiplier and annual billable hours per person.

• Company settings team categories: Opens the user to the Team Categories tab under Employee Data in Company Settings.

• Company settings skill tags: Allows the user to manage the company’s list of skill tags, which once created may be assigned and searchable. Users may also create their own skill tags, if allowed.

• Company settings groups: Allows a user to manage the departments and other group types viewable on the Team page of Namely.

• Company settings performance review ratings: Permits the user access to manage the custom performance rating labels and colors in the Performance section of Company Settings.

• Company settings job titles: Grants the user access to manage job titles and tiers. Users with this permission may add, edit or delete job titles and tiers. 

• Company settings roles: Enables the user to access and manage the platform’s roles and permissions.

• Company settings terminated reasons: Permits the user to manage the custom termination reasons that are tagged to departed employees’ profiles. 

• Company settings fields: Allows the user to manage the creation of custom profile fields, as well as the organization and layout of the profile field display to users.

• Company setting time off: Grants the user access to time off plans, settings and employee assignment.

• Company settings notifications: Allows a user to manage the global time off notifications for all users on the platform.

• Company settings resources: Permits the user to upload, download and manage the company wide documents that are viewable on all employees’ profiles.

• Company settings goals: Allows a user to update the organization’s goals in the Company tab.

• Company settings competencies: Permits the user access to manage and assign employee competencies in the Performance section of Company Settings.

• Company settings holidays: Grants the user access to view, create, and manage the company holiday plans. 

• Company settings workflow templates: Enables the user to access and manage the organization’s workflow templates for employee and manager change requests.

• Company settings eSignature: Grants user access to company’s Adobe login page to create and manage eSignature documents.

• Company settings classes: Grants the user the ability to manage Classes at the company level

• Company settings login: Permits a user access to setup and manage employee login methods on the platform.

• Company settings calendar: Grants the user the ability to control which events are displayed in the company calendar

• Company settings manage reminders: Grants the user the ability to manage the Admin Reminders page in Company Settings.

 

SCOPED PERMISSION DEFINITIONS

• Ability: assume users: Only administrators are able to assume other users’ profiles. This permission allows other access roles to use the View As feature from the profile of another employee. 

• Ability: can terminate profile: Allows user the ability to terminate an employee in HRIS and Payroll via Termination Form. Also allows user access to the rehire wizard and ability to rescind termination.

• Ability: team read structure: Allows users to view the reporting relationships (org charts) within Custom Teams. 

• Ability: team read reports: Grants the user access to the library of standard reports viewable within each Custom Team. Users lacking permission to view salary, experience or performance, will not view activity in the reports.

• Ability: team modify structure: Enables a team member (usually Lead of Team) to change reporting relationships within the Custom Team.

• Ability: team modify settings: Allows a user to access the Custom Team Settings, and make changes to all of the existing settings.

• Ability: team modify goals: Grants the user access to create, edit and delete Custom Team goals.

• Ability: user see: Permits a user to see other users in the platform. 

• Ability: user add to team: Allows the user to add others to a Custom Team. 

• Ability: review view: Allows a user to view feedback shared with them in performance review cycles. Typically this is scoped to ‘Self’ for employees to access only their own information.

• Ability: review manage: Grants the user access to manage the reviews of others. Typically managers have this permission scoped to their direct reports’ performance reviews.

• Ability: access hidden goals: Grants the user access to view goals in draft status.

• Ability: time off manage: Permits a user to approve and decline time off requests for others. Typically scoped to direct line employees.

• Ability: time off basic view: Allows the user a basic view of time usage in the Namely Calendar, not in the Time Off & Sick Leave section of profiles.

• Ability: division modify settings: Enables the user to modify the organization’s groups’ settings, (e.g. divisions, departments, etc.). 

• Ability: division read structure: Grants the user access to view all groups’ reporting relationships and org charts. Enables users to view Org Units on the teams tab and filter by Org Units on the People tab.

• Ability: division modify goals: Enables a team member to access and modify group goals.

• Ability: view history: Allows a user to view text field history on scoped profiles.

• Ability: manage history: Allows a user to edit the text field history for the scoped profiles.

• Ability: can delete profile: Allows a user to delete a profile unless prohibited within Whitelist or Exceptions.