Staff Profiles - Part 2 - Permissions

When the Personnel Management module is enabled for your account, a user can always view and edit their own staff profile, even without the ‘Staff Records:View Staff Records’ or ‘Staff Records:Edit Staff Records’ permissions — this is a legal requirement and applies regardless of role.

Therefore, general users who don't manage other staff don't need these permissions as they can access their own information through, 'My Profile > View My Staff Profile'.

These permissions only apply in the Organisational Units where the user has been granted them. How this is checked depends on the permission:

‘Staff Records:View Staff Records’, ‘Staff Records:Edit Staff Records’ and ‘Staff Records:View Leave’ are checked against the staff member’s home OU.

‘Staff Records:View Home Phone’, ‘Staff Records:View Home Address’, ‘Staff Records:View Mobile Phone’, ‘Staff Records:View Payroll’, ‘Staff Records:Request Leave’ and ‘Staff Records:Report Illness’ are checked by location: the user needs the permission in any OU within the staff member’s location. The same applies to ‘Staff Records:Cancel Own Leave’ and ‘Staff Records:Manage Leave’ when cancelling a leave request.

If a staff profile has no home OU, it can be viewed or edited by any user who holds the relevant permission in any OU.

For example, let’s suppose Ana is a team leader and member of a user group which links the role, ‘Personnel Management Editor’ to her department’s OU (‘Bacteriology OU’).

One of her staff, Jacob, is borrowed from another department so his home OU is the ‘Molecular OU’. Ana won’t be able to view or edit Jacob’s staff profile unless she is also member of a user group with the role, ‘Personnel Management Editor’ in the ‘Molecular OU’.

Account administrators and site administrators pass all of these permission checks. Location administrators have all of these permissions, but only for OUs in the locations they administer.

Read-only users can only be given the ‘Global Viewer (excluding admin and personnel records)’ role, which contains none of the Staff Records permissions, so they cannot use these permissions. They can still view their own staff profile.