Learn how to manage access roles in Huma

Ensure everyone have access to what they need

• The basics 
• User role

• How to give extended access over other people's profile?

• How to create a new user role?

• How to grant a person in a team or location?

• System role 

• How do you check employee access in Huma?

Introduction (in norwegian)

The basics

In Huma we care about everyone's privacy and therefore we have a very flexible approach regarding permission and access roles.

To understand how access works in Huma you can think of it in two levels. 

1. Personal level: Control access to view and manage a user's personal information. - that's what we call "User roles"
2. System level: Control access to system wide functionality - like people, news and settings++. Thats what we call "System roles"
   

User roles - ensure everyone in the organisation have the correct access

We have default  user roles that define what everyone without extended access can do on their  own profile and on other profiles.

1. “Standard roles” are roles everyone has. Use these to set the base access level for what everyone can see and do on their own and other people’s profiles.

• "On their own profile" - What can everyone see and manage on their own profile
• "On other people's profiles..." - What can everyone see and manage on their colleagues’ profiles

How to give extended access over other people's profile?

To give extended access over other people’s profile you can create or change a user role. We have added default roles called “Manager” and “Payroll manager”. You can manage the permissions for these roles or create a new user role with specific access.

These roles can be granted to a person over members of teams, locations or over everyone in the organization. Then the granted person will have the defined permissions over the members in that team, location or everyone (organization).

Notice: user with multiple roles will have combined permissions from every role.

Is it possible to determine what one can see and change on one's own and each other's profiles?

To set up access for what an employee can see and change on their own and others' profiles, you must
1. Go to System Settings
2. User Roles
3. Scroll down to "Default Roles" and click on the role to change permissions

How to create a new user role

How to grant a person in a team or location

1. Click on the user role that you want to give access to
2. Click "Add grant"
3. Search and find the person you want to add a grant to
4. Search and choose the teams or/and locations the selected person should have the role related to

The person granted in a team or location doesn't need to be a member

To gain a deeper understanding of how everything works, we recommend watching our informative introduction video. This video will help you become more familiar with how Huma's access and permission settings works. The video is in Norwegian.

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System role - how to give specific access to system level functionality 

If you want someone to have specific access, i.e. publishing news in Huma, you can create a new system role with specific system rights and grant people that should need that access.

This is how you create a new system role and give access to person:

Note that when you create a new system role everything is set to "No access" as default.

You will have to actively set another access level on the permission you want the role to have access to.

 

How do you check employee user access in Huma?

To review employee user access in Huma, you need to:

1. Go to “System Settings.”
2. Navigate to either “User Roles” or “System Roles.”
3. Click on each individual role to see which employees are assigned to that role and the rights associated with it.
   If you want to review the rights that the role grants, you can click on the role and select “View Access.”