HR module role

The HR module distinguishes system roles that have different types of permissions.

Personalist

A HR manager can manage the records of the staff he/she is in charge of. He/she has the ability to edit all stored information about the staff member (except for evaluations from managers and notes from managers that he/she does not have access to.)

Head of HR

A HR manager has the ability to authorize a HR manager to manage the records of staff members.

A manager is not an automatically authorized HR manager – therefore he/she does not automatically have the right to consult the records of staff members. If an organisation wants a manager to have permanent access to all data, he/she has to set himself/herself as the permanent representative of all personnel members.

Director

A role authorizes to consult the complete personnel records, but does not give the possibility to change any data.

Warning: A role is not GDPR compliant and should not be filled. The system does give this possibility, but legally it is not correct for a director to have this power. However, the role may be needed for other personnel positions, e.g. a corporate benefit manager or an auditor.

The role does not give any rights other than those listed here – its application in the above way therefore does not give any other authorization to the personnel who manage data on employees.

Payroll Accountant

The Accountant sees information relevant to payroll calculations and has the possibility to generate a report with payroll data on all employees. He/she does not have the possibility to view other employee data (employment contracts, evaluations, qualifications, etc.)

Line Manager

The manager has the possibility to view relevant information on the employees of which he/she is a manager. He/she has the possibility to manage some data on the qualifications of the people in his/her team and to add evaluations of their work results.

The manager does not have the possibility to view data that are not necessary for the manager's job (e.g. birth number, data on family members registered for the purpose of calculating tax deductions, etc.).

The role of the line manager is governed by the organizational structure defined within the HR module. There is no relevant indication of the group leader in the system module. (Both records can keep the HR module synchronized, but they are separate records). Therefore, if, for example, the project leader in the system is designated as the head of certain workers (members of the project team), he or she does not become a line manager at the same time and does not receive the right to view employee data.

The line manager is a system authorization. In order to see personnel data, the user must have the authorization assigned. At the same time, however, he or she must be the head of the department in which the workers are assigned. Both conditions must therefore be fulfilled.

Worker – user of the system

If the worker is a user of the system at the same time, he or she has the possibility to view an overview of his or her own data – the workspace. As part of the overview, he or she can check the timeliness of the data and check what data the organization records about him or her (according to the GDPR, he or she has the right to do so). The workspace of the employee gives him or her overview beyond the data from HR.

Data from HR and payroll

The system can provide the following data – if they are registered in the system

• Registered personal data (name, date of birth, ...)
• Data provided for payroll purposes (account number, tax number, ... ) including family data registered for payroll purposes (partner, children)
• Employment contracts
• Payslips (if employees are transferred by the system; HR is not a payroll module)
• Benefits
• Holidays
• Applications

Other data

• Job reports
• Assets under management

You ask

Security

With roles and concerning the module, you often ask about the security of personnel data. More on this topic (together with GDPR) is discussed [in the section on HR security](/doc/cs/?

Payroll calculations

The system is currently able to record data from employees and support the work of personnel personnel, but it is not a payroll system. It does not calculate wages. It supports data export transfer to payroll systems. A payroll accountant can get up-to-date

• complete overview for import, or
• information about employees whose data changes (with information on what has changed).

Why positions, qualifications and roles are set up in the personnel module

A job is the position a worker is taking on. But he can have different roles in different teams. More about this is shown in the video: