There are multiple different roles in Sage HR that you can assign users to. This affects what certain users can do or see in Sage HR.
There are some roles already listed in Sage HR that you can amend or assign users to.
Below we run through what these default roles are and what permissions they have by default.
📎NOTE: Some of the roles listed below show for all Sage HR customers, however, some of them only become active if you have the Core HR module.
For example, if you use Sage HR Essentials or Sage HR Online Services, you can assign someone as an Announcements administrator, but some of its permissions don't become active until you have the Core HR module which includes the Announcements functionality.
Announcements administrator
Announcements administrator
By default, this role provides all functionality and configuration permissions related to announcements.
✅ This role can be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: You need to have the Core HR module for this role to become active.
Users assigned to this role can:
Access Announcements settings
Publish new announcements and edit existing announcements
Access the Announcements feed to view published announcements - can leave comments and react to posts
By default, these permissions have no restrictions and apply to anyone in Sage HR.
Assets administrator
Assets administrator
By default, this role provides access to assets configuration, management and reports.
✅ This role can be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: You need to have the Core HR module for this role to become active.
Users assigned to this role can:
Access reports about assets assigned to employees.
View assigned assets in employee's profiles
Give and collect assets to and from employees
Access Assets settings, including access to the assets inventory and actions with assets
By default these permissions have no restrictions and apply to anyone in Sage HR.
Direct manager
Direct manager
This role provides additional access in relation to users who have employees that report to them directly. This is determined by the org chart.
❌ This role can't be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: Someone who is made a direct manager is automatically assigned this permission role. However manually assigning a user to this role doesn't make them a direct manager. To add a direct manager, this is still done either via an employee's profile or your org chart.
Users assigned to this role can:
Core HR
Send tasks to other employees
Access employee information - This permission determines level of access to areas that store employee data, such as position, personal information or emergency contacts
View shared documents that have been shared with selected employees
View documents that have been created by selected employees
View the org chart
Access employee data reports
Access notes in employee profile
Manage onboarding and offboarding tasks for employees
Access the Announcements feed to view published announcements - can leave comments and react to posts.
View trainings added to employees
Add trainings to employees
Edit trainings added to employees
Remove trainings added to employees
Add employees to training events
Approve or decline trainings of other employees
Leave management
Access employees' time off balance
View employee time off details such as the dates, type of leave, details content, replacement person or attached documents. This permission covers pending, approved and declined time off requests.
By default these permissions for this role have some restrictions. They either affect anyone in Sage HR or are restricted to just employees the user assigned to this role is direct manager for.
EXAMPLE: In the screenshot below, this role can view shared documents to employees they manage, and can upload documents to anyone
Employee
Employee
This role provides limited access to Sage HR functionality.
❌ This role can't be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: By default, nearly all the permissions for the 'Employee' role listed below are set to Myself, unless specified otherwise. This means the permission in relation to the user assigned to this role.
For example, View employee compensation set to Myself means a user only assigned to this role can only view their own compensation.
Users assigned to this role can:
Core HR
View company directory (Set to Anyone)
View employee compensation
View assets in employee profile
Manage onboarding and offboarding tasks for employees
Upload documents
View shared documents
View created documents
View and react to announcements (Set to Anyone)
Access employee information - By default they can edit the employee and personal tab in their profile, but just for themselves
View signable documents
Access to emergency contacts
View trainings added to employees
Add trainings added to employees
Complete trainings added to employees
Edit trainings added to employees
Add employees to training events
Leave Management
Add time off requests
Edit time off requests
Cancel time off request until the date they are on
Time off request visibility on the calendar (Set to Anyone) - View employee time off details such as the dates, type of leave, details content, replacement person or attached documents. This permission covers pending, approved and declined time off requests. Cancel time off request until the date they are on
Expenses
Submit expenses
📌TIP: Want employee permissions set so that employees can't see any other employee information whatsoever? Use our guide, Hide employee details from other employees.
Employee administrator
Employee administrator
This role provides full access to Sage HR functionality.
This user has access to see and do everything in Sage HR.
❌ This role can't be deleted
❌ Permissions for this role can't be edited
✅ This role can be duplicated
Only users assigned to this role can assign or unassign other users to this role
📎NOTE: If you give an employee user Admin access from within their profile, they are automatically assigned the role of Employee administrator. If you manually assign a user the role of Employee administrator, this doesn't make them a full admin. To make them a full admin you must change their access level within their profile.
📌TIP: If you want a role similar to Employee administrator that you can edit permissions for, you can duplicate the role, and then make changes to that duplicate.
eSignature administrator
eSignature administrator
This role provides access to all functionalities related to signable documents.
✅ This role can be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: You need to have the Core HR module for this role to become active.
Users assigned to this role can:
Create, send and track signable documents
View signable documents and signatories of those documents.
Delete signable documents for selected employees
By default these permissions aren't restricted.
EXAMPLE: In the screenshot below, it shows that those role can create signable documents for anyone in Sage HR.
Settings administrator
Settings administrator
This role provides access to just the company settings management functionality in Sage HR.
This role can't be modified or deleted. Only users assigned to this role can assign or unassign other users to and from this role.
❌ This role can't be deleted
❌ Permissions for this role can't be edited
✅ This role can be duplicated
Only users assigned to this role can assign or unassign other users to this role
📌TIP: If you want a role similar to Settings administrator that you can edit permissions for, you can duplicate the role, and then make changes to that duplicate.
Subscriptions administrator
Subscriptions administrator
This role provides access to the company account and subscription management functionality in Sage HR. A user assigned to this role can only access the General and Billing tab in the Settings menu.
❌ This role can't be deleted
❌ Permissions for this role can't be edited
✅ This role can be duplicated
Only users assigned to this role can assign or unassign other users to this role
Team manager
Team manager
This role provides additional access to a user in relation to employees in a team.
❌ This role can't be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: You need to have the Core HR module for this role to become active.
Someone who is made a team manager is automatically assigned this permission role. However, manually assigning a user to this role doesn't make them a team manager. Your team settings are where you assign someone as a team manager.
Users assigned to this role can:
Core HR
Send tasks to other employees
Access employee information - This permission determines level of access to areas that store employee data, such as position, personal information or emergency contacts
View shared documents that have been shared with selected employees
View documents that have been created by selected employees
View employees in the company directory
View the org chart
Access employee data reports
Access onboarding tasks report
Access assets reports
Access notes in employee profile
Manage onboarding and offboarding tasks for employees
Access the Announcements feed to view published announcements - can leave comments and react to posts.
View trainings added to employees
Add trainings to employees
Edit trainings added to employees
Remove trainings added to employees
Add employees to training events
View custom fields to other employees
Leave management
Access employees' time off balance
Access time off status report
Access time off report
Access employee time off report
Access bradford factor report
Access birthdays and anniversaries report
Access long-term leave report
Access unused days report
Add and edit time off requests
View employee time off details such as the dates, type of leave, details content, replacement person or attached documents. This permission covers pending, approved and declined time off requests.
By default nearly all of these permissions for this role are restricted to just affect any employee in the team the user assigned to this role is a team manager for.
Trainings administrator
Trainings administrator
This role provides access to all training-related functionality.
✅ This role can be deleted
✅ Permissions for this role can be edited
✅ This role can be duplicated
📎NOTE: You need to have the Core HR module for this role to become active.
Users assigned to this role can:
Access training reports
View trainings added to employees
Add trainings to employees
View and complete trainings added to employees
Edit trainings added to employees
Remove trainings added to employees
Add employees to training events
Access settings to configure trainings and training events.
Approve and decline trainings of other employees.
By default all of these permissions for this role aren't restricted and apply to anyone in Sage HR.