Roles and who sees what

Everyone on your organisation's roster is an employee on the platform. Some people also hold a role that opens the admin portal. The role decides what they can see there, and the modules switched on for your organisation decide which screens exist at all.

EmployeesCopy Anchor Link

Employees use the employee app. They see their own record, their own benefits, their own documents and their own wellbeing answers. They also see the parts the whole organisation shares, such as announcements, the calendar and the people directory.

On My Profile an employee can change their own personal details, contact details, home address and emergency contacts. Job title, department and other employment details are shown but managed by HR. If someone tries to change those, or their pay, from their own account, the database refuses it.

Organisation admins and HR adminsCopy Anchor Link

Both roles work in the admin portal, and both can use the employee app with the same email. Between them they look after people and departments, documents, policies, the calendar, announcements and reports, and they see the organisation-wide wellbeing results.

An admin sees each employee's full record, including personal details, employment details, pay and pension, documents, emergency contacts and leave.

To make someone an organisation admin, open their record in Employees and use the platform access control. There is a confirm step. The control appears once the person has signed in at least once. You can remove someone's admin access the same way, though nobody can remove their own. People with admin access carry an Org admin badge in the employee list.

Line managersCopy Anchor Link

The line manager role goes with Time Off, which is switched on per organisation. A line manager signs in to the admin portal and sees one section, My team, with a single Leave link. They see leave requests from their own direct reports and nobody else's. They can approve a request, or reject it with a reason.

Line managers are told by email and in the app when one of their people asks for leave or asks to cancel it. If someone logs sickness, their line manager is told the dates. If a person has no line manager with access, their organisation's admins are told instead, so no request sits with nobody able to act on it.

Line manager access arrives on its own in most cases:

• When an admin sets someone as a person's line manager, that manager gets line manager access, as long as they have signed in before and are not already an admin.
• When someone signs in for the first time and already has direct reports on record, their account starts as a line manager.
• An admin can also grant or remove line manager access from the person's record.

Access is never taken away automatically. Removing it is always a deliberate step by an admin.

Who sees whatCopy Anchor Link

Wellbeing figures reach admins only as averages of five or more people. Individual answers never appear on employer screens. What your employer can see goes through this in full.

Good to knowCopy Anchor Link

Our own team can open your admin portal so we can support you. Module switches are made from our side, on request.

Which screens an admin sees also depends on the modules switched on for your organisation. A module that is off is hidden for every role.

QuestionsCopy Anchor Link