A role in Sage HR is a specific type of user with its own permissions.

When you add someone to your company, by default they're assigned to the role of 'Employee'. You can also assign them to other existing roles. For any of these roles, you can amend their permissions at any time.

EXAMPLES

A role's permissions don't allow it to upload documents. You add that permission, now meaning any user assigned to that role can upload documents.

A role's permissions allow it to request time off for themselves. You amend that permission to allow it to request time off for other employees on the user's team. Any user assigned to that role can now record time off for other employees on their team.

Click your name in the top-right hand corner, then click Settings.
On the settings menu, click Permissions, then click Permissions.
Under Select a role, click the drop-down then select the role you want to amend permissions for.

You can either scroll down the list or you can search for the role.

A list of permissions appears for the selected role.

To view Leave Management permissions, which relate to time off, click the Leave Management tab.

📌TIP: Visit our guide, Permissions available to edit or add to roles, for a list of all permissions that you can configure.

⚠️CAUTION: Take care when adding or changing role permissions. Ensure you don't give access to employees that you don't want them to have. Changes you make to permissions are at your own risk.

The system assigns all users to the Employee role by default. This means any changes you make specifically to the Employee role will affect all users.

If you're ever in doubt about editing permissions and any consequences, contact Sage HR support before making any changes.

Add a permission

If the permission you want for this role doesn't appear in the list, you can add it.

Click Add permission.
Select a permission you want to add for this role. You can scroll the list, or you can search for it.
📌TIP: If a permission doesn't appear in the dropdown for you to add, then the permission already exists under this role.
Once you select a permission, you can read its description for more information on what the permission controls.
Click Continue.

Permission restrictions

Select the restrictions for which employees this role can affect with this permission.

For example, you want this role to be able to manage custom fields only for users in the team they're a team manager for.

📌TIP: For no restrictions, select Anyone.

Your options can be:

Myself

If you select this, then the permission applies to just the user themself that you've assigned to this role.

EXAMPLE: If selected for 'Add time off request', then the user could only add a time off request for themselves.

Employees reporting to me/ my reports

These are employees that the users assigned to this role are a direct manager for, determined by the org chart.

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees you've set as a direct manager for.

📎NOTE: Even if you apply this restriction and assign someone this role, it won't work if you've not set the user as an employee's direct manager.

Specific employees

If you select this, you can then select specific employees. You can select more than one employee.

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for the selected employees.

Teams where I am a manager

These are teams that users assigned to this role have been assigned as the team manager.

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees they're a team manager for.

📎NOTE: Even if you apply this restriction and assign someone this role, it won't work if the user isn't set as a team manager of the team or if another employee isn't in their team.

Teams where I am an employee

These are teams that users assigned to this role have been assigned to as employees

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees in the same team as them.

Specific teams

If you select this, you can then select specific teams. You can select more than one team, including teams the user isn't part of, or a team manager for.

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees in the selected teams.

My location

This is the location assigned to the users assigned to this role

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees in the same location as them.

Specific locations

If you select this, you can then select specific locations. You can select more than one location, including locations a user isn't assigned to

EXAMPLE: If selected for 'Add time off request' then the user could only add a time off request for employees in the selected teams.

Anyone

This allows users assigned to this role to apply this permission to every user in Sage HR.

EXAMPLE: If selected for 'Add time off request' then the user can add a time off request anyone.

📎NOTE: For the Access employee information permission, you are presented with a dropdown of further options.

📎NOTE: You may be notified whether a permission is dependent on requiring access to another permission.

When you're done selecting your restrictions, click Submit.

You can see next to the permission who this role has access to manage for the permission.

List of permissions and the limits to access. It shows someone with 'Access employee information' set to 'Anyone'.

Edit a permission

To edit a permission, click the cogs next to it.

You can select which other users this role can affect, as explained in the section above.

📎NOTE: There are some default user roles that you can't edit or delete permissions for.

Delete a permission

To delete a permission from a role, click the trash can icon.

You can add the permission again if required.