What roles are there in HR Selfservice and what is their purpose?
Updated
by
Chris Storms
Overview of Roles
Role | Short Description | Modules | Required Roles | Not Compatible With |
Administrator | Has full access to all functionalities of the selected modules for all employees. | Absences & Overtime, Expenses, Personal details, Documents, Training, Assets, Functions & Evaluations | None | None (but extra roles for the same module are redundant) |
Approver | Approves or rejects requests for employees in selected departments. | Absences & Overtime, Expenses | None | Cannot be combined with Observer in the same department |
Delegate | Can submit or cancel requests on behalf of employees in selected departments. | Absences & Overtime, Expenses | None | Cannot be combined with Observer in the same department |
Planner | Can modify the planned work schedule for employees in selected departments. | Absences | Must also be an Approver for that department | — |
Observer | Can view the team calendar and leave balances (read-only) for selected departments. | Absences & Overtime | None | Cannot be combined with Administrator, Approver, or Delegate |
Evaluator | Can perform evaluations for employees in selected departments. | Functions & Evaluations | None | — |
Administrator
Applies to: absences, overtime, expenses, personal details, documents, training, assets, and functions & evaluations.
An administrator has full access to all functionalities of a module (Absences, Expenses, Personal details, Training…) for all employees. You cannot be an administrator for only part of the employees. This role is typically assigned to an HR employee.
You can be an administrator for one module and not for another: for example, administrator for absences but not for expenses.
When you are an administrator for a module, no additional role can be assigned for that module since you already have all rights.
For example, if you are an administrator for Absences, you cannot be assigned a separate approver role for Absences, as an administrator for Absences can already approve for all employees.
You can make any person known in HR Selfservice an administrator: both internal employees (on payroll) and external employees (e.g. consultants, foreign employees…).
Approver
Applies to: absences, overtime, and expenses.
An approver handles requests from employees in a specific department. An approver can approve or reject requests.
This role is typically assigned to a line manager, who will approve requests for his/her department. You can be an approver for multiple departments.
An approver role can be created for absences & overtime and expenses. The approver for absences and overtime is always the same person.
The approver role is included in the administrator role. An administrator of absences and overtime can handle absences and overtime for everyone. An administrator of expenses can handle expenses for everyone.
Delegate
Applies to: absences, overtime, and expenses.
A delegate can submit absences, overtime, or expenses for employees in a specific department. A delegate can also cancel requests.
A delegate cannot approve.
The delegate role is assigned per department. You can be a delegate for multiple departments.
The delegate role is included in the administrator role. An administrator of absences and overtime can submit absences and overtime for everyone. An administrator of expenses can submit expenses for everyone.
Planner
Applies to: absences.
A planner can modify the planned work schedule for employees in a specific department. The planner role is assigned per department.
You can only be a planner if you are also an approver for the department in question. You can be a planner for multiple departments.
The planner role is included in the administrator role. An administrator of absences can modify the planned work schedule for everyone.
Observer
Applies to: absences and overtime.
An observer can consult the team calendar (with details) and leave balances of employees in a specific department. Additionally, the observer can generate absence reports for these departments.
Observer is a “read-only” role. An observer cannot make any changes.
The observer role is assigned per department. You can be an observer for multiple departments.
The observer role cannot be combined with a role as approver, delegate, or administrator since these roles already include observer rights.
Evaluator
Applies to: functions & evaluations.
An evaluator can perform evaluations for employees in a specific department.
The evaluator role is assigned per department. You can be an evaluator for multiple departments.
The evaluator role is included in the administrator role. An administrator of functions and evaluations can evaluate everyone.