Understanding Partner Hub & Client Account Permissions

This guide explains the different user roles and permissions within your Partner Hub and how they affect access to client accounts.

Partner Hub Permissions

There are three distinct roles within the Partner Hub, each with specific access levels:

The Hub Admin

The Hub Admin has full control and visibility within the Partner Hub. This user can:

Create new client accounts.
Allocate other Partner Hub users to manage specific accounts.
Assign themselves as the client admin for any account.
View all invoices within the Partner Hub.

The Hub Invoice Receiver

The Hub Invoice Receiver role is designed for your finance team. This user can only see invoices within the Partner Hub and has no other access or permissions.

Hub User

A Hub User can only access client accounts that a Hub Admin has specifically permitted them to see. When a Hub User accesses a client's account, they will log in as an HR User (explained below).

Accessing Clients' Accounts

Once assigned to a client account, Partner Hub users will have specific permissions within that client's Breathe account.

The Client Admin

To be a Client Admin, the user must also be a Hub Admin. The Client Admin for a Breathe account has comprehensive access to all employee personal and financial information within that system.

They are also the only user who has access to the following critical functions:

Plan and billing section: To cancel or change the account's plan.
Purge employee data.
API Key.
Change the holiday year.
Switching on the payroll export.
Enabling/disabling email notifications.

The Client Support Contact

The details of the Client Support Contact will be visible to the client within their Breathe account.

When a client logs into their Breathe account, your designated support contact's details will appear under Help > My HR Consultant. The visible details include:

Name
Email
Phone number

HR User

All Hub Users and non-Client Admin users will log in to a client's account with HR User permissions.

HR Users have full access to all employee information, including salary, holiday, sickness, and personal details. They can access almost everything the Client Admin can, with the exceptions of:

Cancelling plans.
Purging employee data.
Other Client Admin-specific functions listed above.

Managing Your Permissions

As a Hub User (not a Hub Admin)

If you are a hub user but not a hub admin, you can be assigned client accounts and access them. However, you will not have the permissions to change a client's plan or switch on modules, as these actions require Hub Admin access.

How to See Who the Hub Admins Are

To see which Partner users are Hub Admins:

Go to Settings > Users.
Check who has a 'Yes' under the Hub Admin column.

You can set up a Partner user as a Hub Admin when creating their account, or update an existing user by:

Going to Settings > Users.
Clicking the arrow in the row of the person you want to edit.
Clicking the pencil icon.
Selecting Hub Admin.
Clicking Update User.

How to Access Referral Clients

Partner users can only access referral client accounts if they are a Hub Admin and the client has enabled partner access.

If you've met these conditions and still cannot access the client, the referral client might not have enabled access yet. Feel free to send them the guide: How to give your partner HR consultant access to your Breathe account

How to See Who Can Manage a Specific Account and Who Their Admin Is

To see who manages a specific client account:

From your Dashboard, navigate to your Client list.
Click the arrow on the right of the client row.
Click Users.

There, you’ll be able to see everyone who has access to that account. You can then identify the client admin via the Account admin user column on that page.

How to Change the Client Admin or Make Yourself the Client Admin

To change the admin of your client account:

From your Dashboard, navigate to your Client list.
Click the arrow on the right of the client row.
Under 'Change Admin', select the desired partner user from the drop-down menu.
Click Select User.
Click Change Admin.

Please note: To be an admin of a client's account, you will first need to be assigned to that account.

How to Assign a User to a Client Account

To assign a user to a client account:

From your Dashboard, navigate to your Client list.
Click the arrow on the right of the client row.
Under 'Assign user to this account', select the partner user from the drop-down menu.
Click Select User.
Click Assign.