In the Natural HR Report builder, by default, an Admin or an HR access level user (with no added restrictions) can create and run reports which can return information about all recorded employees. In this example, a company of 42 employees, all are reported to the Admin access level user who created and ran the report. A Manager level user, with appropriate dataset permissions, can run any reports they create themselves or which have been shared with them. A manager will only be able to report on the employees that report to them however. By default, an Employee level user has no access to any reports whatsoever. Natural HR provides a series of user groups,
which can be assigned to a manager as a 'Secondary user group' or an employee as their primary user group to provide enhanced reporting access to managers and reporting access to employees.
A Natural HR user that logs in as a manager can create their own, or run a report that has been shared with them, which will return information only from the employees that report to them. This is regardless of which dataset they use. In this example, the same report, shared with the Manager user group, returns information just containing the 3 employees that report to them.
It is possible to assign a 'Secondary user group' to a manager, by going to
People -> Users
and then, after clicking on the 'Edit' button for a user, go to the 'User group' section and select 'Finance', 'Trainer' or 'Facilities' from the 'Secondary user group' dropdown option. This means that a manager with a 'Trainer' secondary user group for instance, can see all employees from reports based on the training data sources, but for reports based on all other datasets, they can only see their direct reports.
Please note: The 'Recruiter' secondary user group is intended to provide access to recruitment specific data such as 'Candidates', 'Requisitions' etc, not employee related data.
In this example, a manager who has 'Facilities' as their secondary user group, and the report is based on 'Asset assignments' data source, is able to see the same as an Admin access level user running the same report
By default, an employee access level user does not have access to run any reports at all, however you can make them a Finance, Recruitment, Trainer or Facilities access level user by going to
People -> Users
and then, after clicking on the 'Edit' button for a user, go to the 'User group' section and select 'Finance', 'Recruitment', 'Trainer' or 'Facilities' from the 'User group' dropdown option. This means that an employee with a 'Trainer' user group for instance, can see all employees from reports based on the training data sources.
In this example the employee's user group is 'Facilities', so they can run the same report as the Admin and manager (with Facilities secondary user group) and see the same information presented.
After creating and then attempting to share a report to a user, you may see an error that looks like this:
In addition to setting the users up with an appropriate user or secondary user group, you must also ensure the user group has permission to view the data source by going to
Administration -> Company -> Report builder permissions
In this case we want to grant our manager(s) and our facilities users, access to the asset management data source. So we click the checkbox for the data source(s) we want the user to be able to view in their reports:
After selecting the data source(s) and clicking on 'Submit', you can repeat sharing the report with both the manager(s) with the Facilities secondary user group and the employee users with Finance as their primary user group