Role and group systems in the personnel cloud

New contributions:

An important and essential component of our HR software is the role-based authorization concept. This allows user roles and access rights to be defined individually. In this context, Personalwolke offers (predefined) roles = standard authorizations as well as user-defined authorization groups.

Rollers

A role describes a specific function that a person has within a company (e.g. manager, personnel). Roles are assigned to specific people so that they can approve or reject requests.

Personalwolke already offers predefined roles for this area:

• Supervisor
  • • • In many companies, the direct manager is responsible for approving requests (for example: vacation, doctor, time off, etc.). We call this type of role a supervisor.
      • You can define this at departmental level so that you don't have to assign each employee their line manager individually.

• Personnel
  • • • For some requests (e.g. special leave, care leave) you also need the approval of the HR department in addition to your line manager; this is what the "Personnel" role is for.
      • In most cases, employees in the HR department are either responsible for the entire company or for larger areas. This can also be mapped accordingly in the personnel cloud.
      • Various evaluations/statistics (sick days, vacations, attendance, etc.) can be created.

• Travel expense audit
  • • • If you use our Personnel Cloud Travel module, travel expense reports can also be checked by the "Travel expense check" role. This can either be an internal employee or an external representative.
      • Checks the travel expenses submitted by the employee and can approve or reject them

Rollers that can be added as required:

• Management / Board of Directors
• 2nd supervisor
• Works Council
• Data Protection Officer

The functions of the roles in the personnel cloud

• Each request in the personnel cloud has a preconfigured approval process based on roles (for example, the leave request always goes to the "Supervisor" role).
• Thanks to our intelligent authorization concept, you can even link your employees to various roles (for example: Mr. Müller is the manager of the purchasing department and therefore approves all leave requests from employees in purchasing).

Roles are assigned either via the role itself, via the person master sheet or via a group.

Groups

In the personnel cloud, you can choose between two different Groups differentiated: Organizational chart groups and Loose groups.

Organizational chart groups (departments)

The Organizational chart groups reflect the structure of your company and provides information about the department in which your employees work. Each employee is assigned to their organizational chart group (for example: purchasing, sales, marketing, etc.).

In the personnel cloud, roles can be linked directly to groups. When a new employee joins your company, all you have to do is assign them to the right group. This automatically establishes the hierarchy and therefore the approval workflow.

The organization chart is created by your project manager during the setup process.

Loose groups

Loose groups are used in the personnel cloud to grant authorizations for certain actions/functions.

In our standard system, there are three loose groups per module in the personnel cloud:

• User group
• Manager Group
• Admin group

Predefined actions are attached to the admin group itself, for example the correction client. This is used to edit employees' time bookings.

If you add an employee to the Admin group, they will be given access to the correction client.

If the loose groups created in the standard system are not sufficient, new loose groups (e.g. for on-call duty, mail dispatch, etc.) can be created.

Advantages of role-based authorization concepts

• In the personnel cloud, you can manage the assignment of roles and groups yourself, which provides more flexibility.
• Complex authorization concepts can be mapped/managed in the personnel cloud.
• Deputy function, in the event of vacation or other absences, you can select a deputy to temporarily take over your approval workflow.
• Multiple assignment at group or client level is possible.
• Roles or groups can be adapted/extended to your requirements.