Who can do what in HR
How roles, managers and linked employee records decide what you can see and do in HR.
What you can do in HR depends on three things: your role in the workspace, whether people report to you, and whether your account is linked to your employee record.
Who can do this
This guide explains the rules. It does not change anything.
Owners and admins (HR)
Owners and admins can do all of HR's HR work:
- add, edit, deactivate and delete employees, and link accounts to employee records;
- approve, reject and cancel leave, time-off, claims and overtime for anyone, and mark claims as paid;
- correct attendance, plan the roster, keep the public holiday list and change the working week;
- write letters, announcements, reviews and training courses;
- open Payroll, Payment Vouchers, Settings and AI Agents. These screens are hidden from everyone else.
An admin cannot approve, reject or mark as paid their own request. The row shows Needs the owner or another admin. The workspace owner can decide their own requests.
Managers
You are a manager in HR when other employees have you in their Reports to field, your account is linked to your own employee record, and that record is active. Only owners and admins can set Reports to.
A manager sees the approval screens and Attendance under Management. On them, a manager can:
- approve or reject the pending requests of the people who report to them directly;
- approve or reject a shift swap between two of their reports;
- read their reports' attendance, timesheets and shifts.
A manager cannot cancel someone else's request, add a request for someone, mark a claim as paid, or correct attendance.
Everyone with a linked employee record
Anyone in the workspace whose account is linked to an employee record can, for themselves, whatever their role:
- apply for leave and time-off, make expense claims and claim overtime, and cancel them while the rules allow;
- clock in and out, and record their own hours for this week and last week;
- ask to swap a shift with a colleague, and accept or decline a swap asked of them;
- see their own records, documents, letters, goals, reviews and training, upload some documents and acknowledge letters.
All of these work for the Viewer role too, not only for members.
If your account is not linked
You can still see the team directory, but your own leave, claims and payslips are not shown. Screens about you show "Your HR record isn't linked yet". Ask an owner or admin to link your account. See Link an account to an employee record.
In the demo workspace
In the demo you can open every screen, but nothing can be saved. Buttons that would change something are switched off, and some say "Available in a later update" or "Sign up to try this with your own team."