Administrator Access Role

OVERVIEW

The Administrator access role is the highest level of access an employee can be granted within the HRIS platform. The unique properties of this role will be reviewed in this article.

TIP:

The Administrator access role is the only role that cannot be deleted, renamed, or edited in any way. 

There are some functions within Namely that can only be performed by Administrators including:

  • Ability to reset time off plans at the employee level. 

  • Ability to receive allAdmin Reminders.

    • Note that managers and employees can only receive Admin Reminders that involve them. 

  • Ability to read, edit, or request changes to all profile fields, including newly created profile fields.

    • Note that all other access roles only have the ability to perform up to 2 actions (read and edit or read and request changes to a field). If a profile field is configured for all 3 actions via Field Group Bundles, the system will default to only allowing read and edit access. 

  • Access to run the Performance Review report called "Reviewer Report" within the Reporting tool.

    • Note that if an employee in any other access role attempts to run the report, the report will be blank.

  • Ability to cancel or delete eSignature documents from the employee profile. 

  • Ability to see the Teams filter on the People tab.

NAMELY BEST PRACTICES

  • We recommend assigning at least 1 person to the Administrator access role at all times.

  • We recommend keeping the number of employees assigned to the Administrator access role to a minimum for optimum security purposes. Ideally, we recommend keeping the number of administrators between 1-3 users, but recognize that needs may vary by client.

  • We recommend that no other access role is granted access to view as an Administrator within the "Ability: Assume Users" permission. If a lower-level access role can view as an Administrator, they will be able to see and do everything an Administrator has access to.

  • We recommend that no other access role is granted access to edit the access role field via Field Group Bundles if the onboarding feature is being used to add new employees.

    • Note if a non-administrator is manually adding profiles into the system via the Add New Person button, then that non-administrator will need to have access to edit the access role field. 

ADDITIONAL HRIS ACCESS

While the Administrator access role provides full site access to HRIS, there are other areas of Namely that may be helpful to grant to a new Administrator. Please consider the following:

  • Namely Trusted Contact - A new Administrator should be added, or can add themselves, to the Trusted Contact list in HRIS. This will allow the user to access the full Help Community, interact with the Namely Service Team, and receive email announcements and updates from Namely

  • Namely Payroll Administrator - If a new Administrator needs to access Namely Payroll, they will need to be added to each Payroll Company as a user with a designated Payroll access role. 

  • Namely Benefits Administrator - If a new Administrator needs to receive benefit life event emails, they will need to be added to the email distribution list in Namely Payroll.

  • Namely Time Administrator - If a new Administrator needs to access Namely Time, they will need to be assigned a Namely Time Manager role within their profile.

  • Namely Billing Contact - If the new Administrator is taking over billing, the company's Billing Portal primary contact should add the new administrator as a user in the portal. If the previous primary contact is no longer with the company, a Help Community case assigned to Billing can be submitted, requesting that the new administrator be listed as the primary billing contact.