Compensation Management: Updating User Role Cycle Access

ClearCompany Compensation Management uses roles to grant or remove access. In this article, we dive into how to update user roles. Please note that once this is done, each Manager will only have the same level of access and view of the menu links that they had during the planning cycle.

In this article:
Comp Management Roles Overview
Assign a User Role
Assign a Group
Configure Cycle Open Roles
Additional Resources

Comp Management Roles Overview

User permissions are comprised of two parts:

1. User Roles define the menu permissions and what the user will have access to. Below are the role permissions:
   • Superuser: The top-most level access, this role can view all employees in the system (Active & Inactive records) and has full access to all menus for system setups and configurations.
   • IsHR or Admin User: Provides high-level client administrator, can view all employees in the system (Active & Inactive), and has limited access to menus centered on Employee Data and Master Tables. Generally, they do not have access to the system configurations.
   • RegHR or Regional HR: Provides a similar level client end-user; can view a limited number of employees/managers from their “Group” and does not generally have access to Employee Admin or the other Admin menus.
   • IsMgr:  This is system-defined and cannot be assigned to an employee. The system recognizes that someone IsMgr = True, if they are listed as another employee’s Reports to Manager on the employee’s record.
2. Groups define the set of employees/managers that are visible to the RegHR admin User Groups can only be used if/when using the RegHR User Roles, but a different Group can be assigned to each RegHR admin to define their visible employees.

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Assign a User Role

To Assign a User Role:

1. Go to Employee Admin, click Select Employee.
2. Click Edit next to the user. Please note make sure the correct name appears in blue next to Selected Employee.
3. Select User Roles from the menu bar on the left side of the screen.
4. Click Update Roles.
5. Using the checkboxes, select the User role(s) to be assigned to this employee.
6. Click Submit to save.

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Assign a Group

To assign a Group to a RegHR Admin user - After assigning the User Role to an employee:

1. Click Regional Admin Setup from the menu bar on the left side of the screen.
2. Using the Select Group drop-down menu, select the desired group of employees to make visible to this employee/RegHR admin. If the group you are looking for is not listed in the dropdown, the group will have to be created.
3. Click Submit to save.

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Configure Cycle Open Roles

At the role level, the planning cycle must be marked as Open for the appropriate user groups. To update Open Roles:

1. Go to Sys Admin and click on Config Talentcomp Cycles.
2. Click the Edit (blue pencil) icon next to the active cycle.
   
3. Scroll to the Open Roles Section.
4. The Open Roles checkboxes designate which users are Open and can log in to the planning screens, regardless of the dates listed.
   • If the cycle dates are currently set as open, if the IsMGR user role does not have a checkmark designating it as an Open Role, the system will not allow that level of user to log in to the system.

   • Unchecking IsMgr removes manager access to the cycle.

   • If sending Welcome Emails, then the Role of IsMgr must be set as an Open Role. The users cannot log in and will be blocked if the Roles are not "open". We recommend confirming the list of CanLogin = Y from the IsMgr=True employees, set the Cycle Open Roles to include IsMgr as open, and then send out Welcome Emails.
5. Click Submit to save changes.

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Additional Resources

Compensation Management: Archive Planning Cycle
Compensation Management: Compensation Statements
Compensation Management: Update Employee Home/Landing Page
Compensation Management: Compensation System Launch