Permissions, Roles, Which Roles Can Do What
In this guide, we describe the different roles in the system and what they can do in each module. We also provide examples of when a certain role is most suitable in different processes and workflows.
Note: Always check your agreement to see how many users are included, what costs apply, and which modules you have access to.
Table of Contents
Administrator (Superuser)
Administrator – Business Unit
HR Business Partner (HRBP)
Read-Only Access
Manager
Department Manager
Employee
Union Representative
More information and complementary guides
Administrator (Superuser)
Description
The Administrator, also called Superuser, has full access to the entire system without any restrictions. The role is used by the person responsible for the overall system and the organization’s processes. The Administrator is the only user who can approve new users and assign permissions or roles to other users in the system.
Restrictions – does not have access to:
None – the role has full access to all parts of the system.
Permissions – has access to:
All modules and processes:
Analytics Module
Employee Management
System Settings
Data Import
Job Architecture
Pay Equity Analysis
Conversation Module
Salary Review
What can the Administrator do in Pay Equity Analysis?
Create and customize pay equity analyses.
Define structure and employee groupings.
Evaluate jobs, analyze data, and generate reports.
Change pay equity analysis settings.
What can the Administrator do in Job Architecture?
Create and structure the job architecture.
Enter salary ranges.
Create, evaluate, and delete job profiles.
Assign positions to job profiles.
Generate reports and analyze data.
What can the Administrator do in Salary Review?
Create and carry out all steps of the salary review process.
Create budgets.
Manage salary proposals, adjustments, and reports.
View performance evaluation and salary review status.
Assign permissions and roles to other users, such as managers or union representatives.
What can the Administrator do in the Conversation Module?
Create and carry out all preparatory steps before conversations.
Manage selection, dates, and invitation texts.
Send out conversation rounds.
Assign permissions and roles to other users.
What can the Administrator do in Data Import?
Define preferences for format and import areas.
Retrieve salary file templates.
Approve changes included in imports.
What can the Administrator do in the Analytics Module?
Create detailed and comprehensive analyses.
Manage selections, sorting, and filters.
Save analyses privately or share them with other administrators.
When is this role suitable?
For system owners or HR who need full control over processes and settings.
When all functions in the system need to be available.
Administrator – Business Unit
Description
An Administrator – Business Unit focuses on a specific part of the organization. The role has broad permissions in Pay Equity Analysis for its own unit but with limitations compared to a full Administrator.
Restrictions – does not have access to:
Data Import
Employee Management
System Settings
Analytics Module
Salary Review
Conversation Module
Permissions – has access to:
Pay Equity Analyses assigned by the Administrator
Job Architecture
What can the Administrator – Business Unit do in Pay Equity Analysis?
Carry out all steps that an Administrator can, but only for their own unit.
View only employees within their unit (others are hidden).
Analyze data and confirm employees and jobs within the unit.
Cannot create or change pay equity analysis settings.
What can the Administrator – Business Unit do in Job Architecture?
Requires access granted by the Administrator.
View the overview page with job families and job profiles.
Access job profiles within their own unit.
If approved by the Administrator: also access job profiles outside their unit.
Regardless: can only see information about employees in their own unit.
When is this role suitable?
For those responsible for pay equity processes within a specific unit without needing full system access.
HR Business Partner (HRBP)
Description
The HRBP has a supportive and analytical role. The role is used to follow processes, analyze data, and provide support, but with limited administrative access.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Salary Review
Conversation Module
Permissions – has access to:
Pay Equity Analyses for their own unit
Job Architecture
What can HRBP do in Pay Equity Analysis?
View pay gap overviews and key figures.
Organize – Group: group employees within their unit.
Analyze – Equal Work: view jobs within their unit (others hidden).
Analyze – Work of Equal Value: view comparisons and evaluations for their unit.
Can analyze and confirm employees but not jobs.
What can HRBP do in Job Architecture?
Requires access granted by the Administrator.
View the overview page with job families and job profiles.
Access job profiles within their unit.
If approved by the Administrator: also access job profiles outside their unit.
Regardless: can only see employees in their own unit.
When is this role suitable?
For HR analyzing and monitoring processes at the unit level.
For providing support and advice.
When insight and analysis are needed without full system access.
Read-Only Access
Description
Read-Only Access is a pure analysis role. It cannot change anything in the system but can view and access existing information.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Salary Review
Conversation Module
Permissions – has access to:
Pay Equity Analyses for their own unit
Job Architecture
What can Read-Only Access do in Pay Equity Analysis?
View pay gap overviews and key figures.
Organize – Job Evaluation: view all job evaluations.
Analyze – Equal Work: view jobs within their unit.
Analyze – Work of Equal Value: view comparisons and evaluations for their unit.
Can only read, not analyze or edit data.
What can Read-Only Access do in Job Architecture?
Requires access granted by the Administrator.
View the overview page with job families and job profiles.
Access job profiles within their unit.
If approved by the Administrator: also access job profiles outside their unit.
Regardless: can only see employees in their own unit.
When is this role suitable?
For individuals who need visibility into processes without active participation.
For auditors, consultants, or external reviewers.
For management teams needing an overview.
Manager
Description
A Manager has access to information about their own employees. The role is used for salary reviews, performance evaluations, and employee conversations.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Pay Equity Analysis
Permissions – has access to:
Conversations
Salary Review
Goal Setting
What can the Manager do in Conversations?
Create, send out, and participate in conversations.
Lock the conversation.
Access employee responses.
Provide feedback and document evaluations.
What can the Manager do in Salary Review?
Assess employee performance.
Set employee salaries.
Send out new salary information.
What can the Manager do in Goals?
Add goals for individual employees.
Confirm or delete goals.
Follow up on progress.
When is this role suitable?
When the manager is responsible for employee conversations, salary processes, and performance evaluations.
When the organization wants the manager to have authority over goals and development.
Department Manager
Description
A Department Manager has access to employees within their own unit. The role is used to set salaries and follow up processes but with fewer permissions than a Manager.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Pay Equity Analysis
Conversation Module
Permissions – has access to:
Conversation Overview
Salary Review
Performance Overview
What can the Department Manager do in Conversations?
Has no own conversation module.
Can only view conversation status overviews within the unit.
What can the Department Manager do in Salary Review?
Set salaries for employees.
Send out new salary information.
What can the Department Manager do in Performance Overview?
View a performance summary in charts.
Monitor patterns and status.
Cannot assess or edit evaluations.
When is this role suitable?
When someone has overall responsibility for salary revisions.
Example: CEO, division head, or other leadership function with authority to set salaries.
Employee
Description
An Employee has access only to their own information. The role is limited to functions for participating in conversations, evaluations, and goal setting.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Salary Review
Pay Equity Analysis
Permissions – has access to:
Own Conversations
Own Performance Evaluation
Own Goal Setting
What can the Employee do in Conversations?
Answer questions.
Confirm the conversation.
Access feedback.
What can the Employee do in Performance Evaluation?
Assess their own performance.
View previous evaluations (if available and history exists).
What can the Employee do in Goals?
Add own goals.
Follow up progress.
Confirm or delete goals.
When is this role suitable?
When employees are to participate in conversations, evaluations, and goals.
When employees are to receive their new salary via the system.
Union Representative
Description
The Union Representative role provides insight into salary reviews. The role can either be limited to only viewing and commenting on managers’ salary decisions or be given extended permissions to propose and approve salaries, depending on settings made by the Administrator.
Restrictions – does not have access to:
System Settings
Data Import
Employee Management
Analytics Module
Conversation Module
Pay Equity Analysis
Permissions – has access to:
Salary Review
What can the Union Representative do in Salary Review?
View salary decisions concerning employees in the assigned union.
Write comments on salary decisions.
Propose new salaries (if enabled by the Administrator).
Approve salary decisions (if enabled by the Administrator).
When is this role suitable?
When union representatives should be able to follow salary reviews and provide input on managers’ salary decisions.
When the organization wants unions to propose or approve salaries as part of the process.
Complementary Guides
For administrators who want to know how to create users, understand the difference between Employee and User without an Employee, and how to assign extended roles in the system.
How to create a user and the difference between Employee and User without an Employee:
How to create extended roles:
For questions about roles or permissions, please contact our support: [email protected]