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Roles & Permissions

What is a Role?​

A Role is a set of permissions granted to an employee within the system.

✔ Role = Determines what the employee can do within the system.

For example:

  • HR Manager: Comprehensive management
  • Attendance Supervisor: Attendance management
  • Department Manager: Department management
  • Regular Employee: Limited permissions
  • Financial Employee: Financial permissions
  • Payroll Officer: Payroll management

Each role has completely different permissions.

Tip

Assigning roles correctly ensures data protection and permission organization within the system.

Relationship Between Departments and Roles​

Relationship:​

  • Employee ← belongs to department: Determines location
  • Employee ← gets role that grants permissions: Determines permissions

Example:

  • Employee in Technical Support department
  • But has "Technical Support Supervisor" role
  • So will have more permissions than regular employee in same department
Information

Combining department and role determines employee's work location and permissions accurately.

Why Should Roles Be Added After Departments?​

Because:

  • Department determines "where employee works": Location
  • Role determines "what they can do": Permissions

Without role:​

  • Employee might see everything or nothing: No control
  • No permission control: Chaos
  • No clear management levels: Disorganization
  • Security and internal policies are lost: Security problems

Therefore, logical steps in HRMS:​

  1. Create departments: Basic structure
  2. Create roles: Permissions
  3. Add employees and link them to department and role: Final linking
Alert

Following correct order (departments → roles → employees) ensures good system organization.

Permissions (Roles) Page Explanation​

When opening "Permissions" page you will find:

1. "Add New Role" Button​

To create a new role.

2. List of All Existing Roles​

Shows:

  • Role name: Main title
  • Number of users linked to role: Statistics
  • Operations: View – Edit – Delete
Tip

Using the list helps review and manage all roles easily.

Adding New Role​

When opening add role form you will find:

① Role Name​

For example:

  • System Administrator
  • Attendance Supervisor
  • Payroll Officer
  • Regular Employee
  • Technical Support Department Manager

This name appears to users and management.

② Select Department for Role​

Why link role to department?

Because:

  • Each department has different task nature: Different tasks
  • Technical Support manager differs from Accounting manager: Different permissions
  • Sales supervisor needs different permissions than Warehouse supervisor: Different needs

Linking role to department helps organize structure.

③ Select Permissions​

Most important part of the page.

Includes:​

  • View – Add – Edit – Delete: Basic operations
  • Access to user data: Employee data
  • Financial permissions: (Salaries – Advances)
  • Administrative permissions: (Leaves – Tasks – Training)
  • System permissions: (Settings – Reports – Smart Insights)

Example:​

Payroll Officer:

  • Views salaries
  • Edits salaries
  • Approves advances
  • Cannot delete employee
  • Cannot access training or meetings

Department Manager:

  • Views only their department employees
  • Approves their leaves
  • Views their department attendance
  • Cannot see other departments

④ Save Role​

After saving:

  • Role appears in list: Immediate addition
  • Employees can use it after assignment: Ready for use
Alert

Make sure to select appropriate permissions before saving role to avoid security problems.

Edit Existing Role​

Can:

  • Add or remove permissions: Update permissions
  • Change role name: Update name
  • Move to another department: Change department
  • Link additional employees: Add employees

System applies update immediately to all employees linked to role.

Delete Role​

Cannot delete role if linked to employees.

Must first:

  1. Transfer employees to another role: Transfer permissions
  2. Then delete role: Safe deletion

This protects system from sudden permission loss.

Alert

Make sure to transfer all employees before deleting role to avoid permission loss.

When adding employee:

  1. Select their department: Determine department
  2. Then select their role: Determine role

This allows system to:

  • Display appropriate page for them: Customized interface
  • Protect other pages from appearing: Security
  • Determine who can approve requests: Control
  • Determine who can view reports: Specific reports
  • Determine who can edit salaries: Financial permissions

Example:​

Employee "Omar" in Technical Support department with "Technical Support Employee" role

Will see:

  • Tasks
  • Notifications
  • Their attendance
  • Messages

Will not see:

  • Salaries
  • System management
  • Company settings
  • Other employees' data
Illustrative Example

This example shows how role determines what employee can see and access.

Real Scenarios Showing Importance of Permissions​

🎯 Scenario 1: Regular Employee Views Salary Data​

If roles are not set:

  • Regular employee might see everyone's salaries: Security issue
  • Major security error: Privacy violation

Permissions prevent this.

🎯 Scenario 2: Department Manager Wants to Approve Leaves​

Needs:

  • "Approve Leaves" permission: Approval
  • "View department employee requests" permission: View requests

If role is set → works correctly
If role is incomplete → cannot approve anything

🎯 Scenario 3: Financial Employee Needs to Handle Advances​

Needs:

  • "Manage Advances" permission: Advance management
  • "View salaries and dues" permission: View financial
Tip

These scenarios show importance of assigning permissions correctly.

Best Model for Designing Roles in HRMS​

You can create the following roles:

1. System Administrator (Super Admin)​

All permissions: Full access

2. HR Manager​

  • Manage employees
  • Manage attendance
  • Salaries and leaves

3. Department Manager​

  • Views their department employees
  • Approves their requests

4. Payroll Officer​

  • Manage salaries
  • Manage advances
  • Salary reports

5. Regular Employee​

  • View their data
  • Request leave
  • Request advance
  • Their tasks
Information

This model provides clear structure for roles within system.

Common Permission Mistakes​

❌ Giving Too Many Permissions to Inappropriate Person​

May cause:

  • Data deletion: Information loss
  • Unintended modification: Errors

❌ Deleting Role Linked to Employees​

Causes system problems.

❌ Not Linking Role to Correct Department​

Leads to illogical permission overlap.

❌ Forgetting to Enable Approval Permissions​

Leads to employee request delays.

Alert

Avoiding these mistakes ensures system works correctly and securely.

Why Permission System is Essential Part of Job Security?​

Permissions are not just settings… they are essential element in:

1. Data Protection​

Salary data — Documents — Contracts — Performance — all sensitive data.

Without permissions:

  • Any employee might see data not theirs: Privacy violation
  • Or modify something important: Unauthorized modification
  • Or delete critical files: Data loss

System prevents unauthorized access.

2. Permissions Build "Authority Levels" Within Company​

Company has different management levels, and permissions reflect these levels:

  • 1) Senior Management: See all strategic data
  • 2) Department Managers: See only their department employees
  • 3) Supervisors: See tasks — evaluation — attendance — and follow their team
  • 4) Employees: See only their data

Without this division… system becomes chaos.

3. Permissions Prevent Permission and Role Conflicts (Conflict of Access)​

Example:

  • Payroll employee should not be able to delete employee: Task separation
  • Training employee should not be able to modify salaries: Permission separation
  • Technical support employee should not see performance evaluation: Data protection

Roles solve this problem automatically.

4. Can Create Special Permissions for Same Department by Function​

Example "Technical Support" department:

  • Support employee: Sees tasks only
  • Support supervisor: Approves tasks
  • Support manager: Sees team performance and reports

This is very important in large companies, because one department has different levels.

5. Permissions Legally Protect Company​

Why?

Because:

  • Every action employee performs is recorded in system: Complete record
  • Permissions ensure each employee has legal "right" to perform this action: Legal protection
  • Prevent manipulation in advances, leaves, or salaries: Prevent manipulation

This provides company protection in case of any dispute.

6. Permissions Support Separation of Duties Policy​

It is a global policy in HR systems.

Example:

  • Employee approves requests: Approval
  • Another employee processes them: Processing
  • Third employee reviews their reports: Review

And no one has all three permissions.

System supports this model… prevents corruption or misuse.

Each screen in system has independent permission:

  • Attendance: Attendance permissions
  • Advances: Advance permissions
  • Salaries: Salary permissions
  • Evaluation: Evaluation permissions
  • Documents: Document permissions
  • Senior Management: Management permissions
  • Training: Training permissions
  • Reports: Report permissions
  • Smart Insights: Insights permissions

This ensures system is very flexible.

For example:

  • Allow employee to see attendance: View only
  • Without allowing them to modify attendance: No modification

This gives very precise control.

8. Permissions Improve Work Quality Within Each Department​

Because:

  • Each employee sees only necessary pages: Focus
  • This reduces distraction: Efficiency
  • Increases work execution speed: Productivity
  • Makes system easy for each employee: Ease of use

9. Permissions Help Distribute Responsibilities​

Management has 25 employees…

If all have same permissions → chaos.

But:

By distributing permissions:

  • Someone responsible for leaves: Responsibility distribution
  • Someone for advances: Task separation
  • Someone for salaries: Specialization
  • Someone for training: Distribution
  • Someone views reports: Analysis
  • Someone sees departments only: Limitation

System manages all responsibility differences easily.

10. Permissions Make Employee Training Faster​

If each employee sees only pages relevant to them:

  • Training becomes easier: Focus
  • No confusion occurs: Clarity
  • Time decreases by 70%: Time savings

Instead of explaining entire system… explain only each employee's part.

11. Permissions Prevent Critical Human Errors​

Example:

  • Delete employee: Data loss
  • Approve leave by mistake: Errors
  • Modify salary unintentionally: Financial problems
  • Send announcement to all employees instead of one department: Mistakes
  • Delete important documents: Data loss

One wrong permission → can cause major problem.

Therefore Amwaj HR system prevents these errors using very precise permissions.

12. Special Permissions for Reports and Smart Insights​

Not every employee should see:

  • Turnover rate: Sensitive data
  • Department performance: Administrative information
  • Salary status: Financial data
  • Productivity: Performance indicators
  • Absence indicators: Analytics

This data is "administrative" and related to senior decisions.

Permissions prevent regular employees from accessing it.

13. Permissions Support Company Expansion​

When company grows:

  • Can add departments: Expansion
  • And add new roles: Flexibility
  • And modify permissions without affecting data: Easy updates

System is designed to be scalable without making code changes.

14. Permissions Help in Audit Log​

When each employee has specific permissions:

  • System knows who performed each action: Tracking
  • Shows accurate reports: Accuracy
  • Determines responsible for any modification: Responsibility

This is very important in accounting and legal audits.

15. Very Common Mistakes to Avoid​

❌ Giving "Salary Permissions" to Non-Specialized Employee​

Might see management salaries.

❌ Giving Delete Permission to Any Employee​

Deletion must be very limited.

❌ Placing All Employees on One Role​

Breaks security concept and creates chaos.

❌ Deleting Role Linked to Employees​

Causes problems in their system access.

❌ Not Updating Permissions After Adding New Module​

For example, if you added training → must add training permissions.

Alert

Avoiding these mistakes ensures system security and data protection.

Integration with Other Systems​

The permissions system integrates with:

1. Departments System​

Linking permissions to departments.

2. Employees System​

Assigning roles to employees.

3. Reports System​

Controlling report access.

4. Smart Insights System​

Controlling insights access.

5. Notifications System​

Controlling notifications.

Information

Integration with other systems ensures comprehensive system security.

Best Practices​

1. Principle of Least Privilege​

Give employee only permissions they need.

2. Periodic Review​

Review permissions regularly and update them.

3. Task Separation​

Separate tasks between employees.

4. Document Permissions​

Document all permissions and roles.

5. Test Permissions​

Test permissions before implementation.

Tip

Applying best practices ensures high security and work efficiency.

Comprehensive Summary​

Linking Departments + Permissions + Users​

  • Departments determine employee "location" within organizational structure: Location
  • Roles determine "what they can do" within system: Permissions
  • Each employee is assigned to specific department and given appropriate role: Linking
  • Ensure data accuracy, system protection, and professional permission management: Security

System works to merge departments and roles to coordinate work, and ensure each responsible person accesses only what they need, which raises security level and improves work flow.

Permission system is the heart of security in Human Resources system. Through it, control is exercised over everything employee sees and everything they can execute. Roles are used to link employees to specific permission level that suits their job and responsibilities within department. Without accurate permission management, company loses control over data, errors increase, and work quality weakens. Therefore, Amwaj HR system provides professional precise permissions that prevent task overlap, and provide highest levels of security and flexibility.

آخر تحديث: 2026-01-08 12:00:00