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Understanding HR Access roles
Who is this article for?Administrators who want to understand HR Access roles.
Administrator permissions are required.
This article outlines the various roles and access levels within the Lucidity HR module, including contractor representatives, HR managers, and administrators. It also highlights the importance of maintaining system integrity by carefully managing user permissions and master data.
1. HR Access roles
User access to the HR module is determined by individual access requirements. Permissions for all Lucidity applications are set through Lucidity Access and are typically configured by the system administrator. System administrators can edit these roles as needed to align with organisational requirements.
| User role | Role description |
|---|---|
| General user | Using HR, a user can manage their own personal details and actions. |
| Contractor Representative | Using HR, a contractor representative can edit subcontractors. Cannot add new, archive, merge, convert or delete (scoping required to specific company). |
| Manager | Using HR, a user can view and edit employees, casuals and subcontractors (cannot add, delete or archive); run reports and manage actions. |
| Administrator | Administrator role for HR. |
2. General user
Video: My Details Tab
By accessing the My Details tab, users can update their personal details including:
- Notification email.
- Password.
- Upload photo (optional).
- Contact details – phone, mobile, email.
- Address details.
- Next of kin.
The employee details section (business unit, manager etc) is visible but remains read-only. This is managed by either the system administrator or by an integration with the company's payroll system.
Important: All system users with a valid email address stored within the system can reset their password without logging in.
3. Managing contractor onboarding
3.1. Contractor management
Lucidity Software modules can be utilised together to manage the full lifecycle of companies, contractors, and subcontractors. Lucidity aims to streamline this process by allowing contractor representatives (external company administrators) to access the system and manage their own documents and subcontractors, reducing the administrative burden for the organisation.
3.2. Contractor representative
Access Contractor representatives can be granted access to HR profiles of their subcontractors working for the organisation. They can edit subcontractor profiles and, with proper scoping, view only their company's subcontractors. Typically, they cannot add, delete, or archive subcontractor profiles but can run reports and access their own details and actions.
4. HR manager role
The HR manager role is responsible for system management and can view and edit employees, casuals, and subcontractors, but cannot add, archive, or delete them. Managers can run reports and, with proper scoping, view users from specific organisational areas.
5. Administrator role
Administrators have access to all people and functionality within the system. In addition to manager capabilities, they can create, edit, archive users, convert user types, manage employment periods, reviews, and HR records, and access all menu and tab options.
6. Maintaining system integrity
To maintain system integrity, only administrators have permission to manage master data, such as managed lists. It is recommended to minimise the number of administrators per Lucidity Software instance and establish guidelines for consistent and accurate master data entry.