Default user roles

An explanation of the default permission roles in Sage HR.

Oliver Cook avatar
Written by Oliver Cook
Updated over a week ago

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.

We'll run through what these default roles are and what permissions they have by default.

Announcements administrator

By default, this role provides all functionality and configuration permissions related to announcements. This role can be deleted.

📎NOTE: You need to have the Core HR module for this role to be of any use.

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

By default, this role provides access to assets configuration, management and reports. This role can be deleted.

📎NOTE: You need to have the Core HR module for this role to be of any use.

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

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.

📎NOTE: Assigning a user to this role doesn't make them 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

This role provides limited access to Sage HR functionality. This role can't be deleted.

Users assigned to this role can:

Core HR

  • View company directory

  • View employee compensation

  • View assets in employee profile

  • Manage onboarding and offboarding tasks for employees

  • Upload documents

  • View shared documents

  • View created documents

  • Access the Announcements feed to view published announcements - can leave comments and react to posts.

  • 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

  • Cancel time off request until the date they are on

  • Add and edit time off requests

  • Time off request visibility - 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.

Expenses

  • Submit expenses

By default nearly all these permissions for this role affect only the user assigned to this role, with some for teams they are on

EXAMPLE: In the screenshot below, this role can only view people in the company directory who are in their team(s). They can only view employee compensation for themselves.

Employee administrator

This role provides full access to Sage HR functionality. This can't be deleted, and only users assigned to this role can assign or unassign other users to this role.

This user has access to see and do everything in Sage HR.

📎NOTE: If you give an employee user Admin access from within their profile, they automatically are assigned the role of Employee administrator. If you assign a user the role of Employee administrator, they won't show as Administrator on your profile.

eSignature administrator

This role provides access to all functionalities related to signable documents. This role can be deleted.

📎NOTE: You need to have the Core HR module for this role to be of any use.

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

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.

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 modified or deleted. Only users assigned to this role can assign or unassign other users to and from this role.

Team manager

This role provides additional access to a user in relation to employees in a team. This role can't be deleted.

📎NOTE: Assigning a user to this role doesn't make them a team manager. That is still done in your team settings.

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

This role provides access to all function trainings related. This role can be deleted.

📎NOTE: You need to have the Core HR module for this role to be of any use.

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.

Related guides

Did this answer your question?