Within Natural HR there are predefined access levels.

Employees do not automatically have access to the Natural HR system, they need to be setup as a user with at least employee user level access. Each user must be a member of at least one user group.

Click here to read about the user access levels (groups) you can set for your users.

Click here to read about setting global Manager restrictions

You can set global Employee restrictions, once set, these restrictions will be applied against ALL employee users. There are three main areas where restrictions can be applied against employee users by going to:

Administration > Company  > Display settings > Employee views

Show my job details

These are fields visible to the employee about themselves:

• Works ID
• Job title
• Job description
• Salary
• Grade
• Department name and description
• Job attachment
• Also show previous value

Please note: The employee can view this information via:

Self service > My personal details > My job

Modules

• Show my time off allowance - Yes or No
• Show my Bradford Factor score - Yes or No
• Employee upload documents (via Self service) – No, Yes - able to choose upload folder, Yes - not able to choose upload folder
• Employee map visible to employees (via Self service)  - Yes or No
• Reviews visible to employees – Yes or No. If you choose Yes, employees will be able to view their performance reviews - they will not be able to edit or delete nor view any reviews for other employees etc.
• Goals visible to employees – No, Yes - view only, Yes - employee can update, Yes - employee can add and update.
• Competency chart visible to employees – No, Yes - view only, Yes - employee can update
• Warnings visible to employees - Yes or No
• Working pattern visible to employees on calendar - Yes or No
• Payments visible to employees (via Self service) - Yes or No
• Org chart visible to employees - Yes or No
• Planner visible to employees - Yes or No. If you choose Yes, employees will be able to view the planner with no restrictions i.e. they will see all data for all employees in all departments.
• Vehicles – this allows employees to add, edit etc their own vehicles - Yes or No

Please note: You can prevent complete access to other modules not listed via Module templates.

Employee changeable fields

In addition to adding global Employee restrictions, you can also allow Employees to update/change their own employee record by going to:

Administration > Company > Company settings  > Self service

Self service changeable fields

• First name
• Middle name
• Surname
• Known as
• Marital status
• National insurance number
• Date of birth
• Gender
• Ethnicity
• Disabled
• Registered disabled
• Nationality
• Sexuality
• Religion

The employee can change any of the fields by going to:

Self service > My personal details > Address

Profile photo

In addition, you can allow the employee to update their own profile image by going to:

Administration > Company > Company settings  > Self service

• Employee change profile image - Yes or No

If set to Yes, the employee can update their own profile image by going to:

1. My profile in the employee's user menu
2. Clicking on the 'Change my profile image'

By default, the employee will only see their own data on their calendar - this will include all types of data including time off, training, meetings, reminders and so on.

You can give employees access to a “public” calendar by going to:

Administration > Company > Display settings > Calendar

This means that, in addition to the above, the employee will also see the time off and training of those employees who match the specified cohort (based on manager, department or site).

If Calendar status is set to Public and User can choose is set to Yes, the employee can filter their calendar view by going to:

1. Localisation in the employee's user menu
2. Clicking on the options in the 'Public calendar display'

Please note: After selecting one or more of the options, please ensure you click on 'Submit' for the change to take effect.

When setting up time off types you can choose visibility of specific types so you might have Annual leave visible on the public calendar but sickness not visible or sickness shown but with the reason removed. You can also choose to set specific training records as private which means they will not show on the public calendar. This only applies to the public calendar – the employee, manager and HR will still see all time off with the reason etc regardless.