Access role assignment is done to limit each employee's access rights according to their function. This restriction is primarily aimed at confidential information such as salary data, taxes, and company policy changes. Make sure an access role has been assigned to each employee. One employee can only have one access role. Beforehand, you can learn how to set and change approvals here.
There are two Role Types you can choose from: Custom and Default. The Custom Role Type has access rights with more specific sub-menus than the Default Role Type.
A. Default Role Type
Go to the Settings menu.
Enter the Users tab and select Access Role.
Then, click “New”.
Give a name to the access right in the Role Name field.
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There are 4 Roles you can choose from: Super Admin, Admin, Employee, and Finance.
- Super Admin is the role with the highest authority compared to other roles. All requests submitted by employees by default will be forwarded to the Super Admin for approval, unless otherwise determined in the approval path based on job position. Generally, Super Admin can access the entire employee database, edit policies, and assign roles to other employees.
- Admin has authority not significantly different from Super Admin, but with restricted access to salary and tax information. Generally, Admin functions to input data, such as new employees, leave balances, attendance, etc.
- Employee is the access right given to employees, which also grants them access to use ESS (Employment Self Service).
- Finance is the access right given to the finance department that can only record payroll information, such as payroll component adjustments and running payroll processes. Select filters to restrict access rights based on Organization, Job Position, Job Level, Branch, and SBU so that employees can only access data from the selected filters.
In the Role Type section, select Default.
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You will see a display like the following.
- If you check View, it means the selected role is allowed to view that menu.
- If you check Edit, it means the selected role is allowed to edit or add to that menu.
- If you check Request, it means the selected role can make requests on behalf of employees.
- And for Payroll Info and Run Payroll, if you check them, the selected role can access those menus.
B. Custom Role Type
Go to the Settings menu.
Enter the Users tab and select Access Role.
Then, click “New”.
Give a name to the access right in the Role Name field.
Select one role.
Select filters to restrict access rights based on Organization, Job Position, Job Level, and Branch, so employees can only access data from the selected filters.
In the Role Type section, select Custom.
A display like the following will appear.
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There are menus and submenus whose access you can manage according to the selected Role. For example, if you select the Employee submenu under the Employee menu, the selected Role can View as well as Add/Edit the selected submenu.
Important
If your company implements a Multi company system in Mekari Talenta, the Super Admin can manage the Multi Company access roles through the Settings menu. Learn how to manage and assign employees to access the Multi Company feature here. In the Payroll menu section, you can edit restrictions by clicking “Edit Restriction”.
A pop-up like the following will appear.
Here, you can edit the criteria for employees who can access the payroll menu based on Organization, Job Position, Job Level, Branch, and SBU.
In the Attendance menu and submenu section, if you do not check the View box, the roles will not be able to see the attendance history of other employees.
If all access role settings are complete, click "Save" to save.
That is the explanation on how to manage access roles in Talenta. Next, you can learn how to change roles here.