Permission management defines the access that roles and gives the correct permissions to those roles. This ensures staffers only have access to features and information that they need when they need it. Permissions can be configured by navigating to the left navigation menu and selecting [Administrative -> Permissions Management].

 

Dashboard 

The dashboard permissions are accessible to everyone and cannot be disabled.  Different roles, such as staff members, reviewers, or administrators, will see relevant information and features tailored to their responsibilities and permissions within the organization. This role-based customization ensures that users have access to the tools and information they need. You can change what is displayed for your office in [Utilities]. 

 

Staff

Staff permissions allow designated roles to view and edit a staff member’s personal information. This includes:

• Job details
• Notes
• Emergency contacts
• Medical information
• Assigned equipment

Viewing Permissions: Enable designated roles to access and view a staff member’s information.

Editing Permissions: Allow designated roles to modify a staff member’s information.

My Information

My information covers all the logged in users personal information. It allows designated roles to view and edit a staff member’s personal information. This includes:

• Job details
• Notes
• Emergency contacts
• Medical information
• Assigned equipment

Viewing Permissions: Enable designated roles to access and view a staff member’s information.

Editing Permissions: Allow designated roles to modify a staff member’s information.

Leave

Leave permissions customize the tabs available in the ‘Leave’ section for the selected role. These tabs include:

• ‘Overview’ – Displays a breakdown of the total accrual leave a staff member has and the amount of each type of leave used. It also provides a detailed list of each leave request along with specific leave details.
• ‘FMLA’ – Only staff assigned to roles that have been granted access to view and create/edit FMLA will see the FMLA details.
• ‘Submit Request’ – Enables users to submit a leave request through their approval hierarchy.
• ‘Leave Calendar’ – Grants access to the leave calendar and allows users to approve leave requests directly from the calendar.
• ‘Review Leave Requests’ – Grants permission to review leave requests within the reviewer’s approval hierarchy.
• ‘Who’s Out Today ‘ – A list of staff members who are out today based on approved leave. This list will also appear on the dashboard widget.
• ‘Add Leave’ – Enables the user to manually add leave on behalf of other staff members.
• ‘Edit Leave’ – Allows the user to edit leave requests that have already been approved.
• ‘Leave Administrator’ – the capability to view leave totals for all employees. They also have the authority to review and manage leave requests submitted by other reviewers. This functionality ensures efficient oversight and coordination of leave schedules within the organization.

If the checkbox under ‘View’ is selected, users assigned to this role can see the function without being able to edit it. For example, when the ‘View’ checkbox is selected, the role can only view the view the function but cannot make any additions. Only when the ‘Edit’ box is checked can they actively make changes.

  

Telework

Telework permissions allow the user to customize the process of submitting a telework request and manage the administration of telework requests. These permissions include:

• ‘Telework Calendar’ – Provides a calendar that displays the staff that will be teleworking or have requested telework for approval.
• ‘Individual Telework’ – Individual telework allows the logged-in user to submit telework for themselves. When the ‘View’ box is checked in the ‘Individual Telework’ section,  the ‘Edit’ box will automatically be selected these permissions are interconnected. Once the ‘Edit’ box is checked, all of the ‘Individual Telework’ functions will be automatically selected.
• ‘History’ – Grants permission to view the total telework history. This feature is particularly useful for offices with a limited number of telework days allocated to each staff member. It allows staff to track their telework usage. 
• ‘Telework Administrator’ – The ability to take action to approve or reject a timesheet on behalf of other reviewers

If the checkbox under ‘View’ is selected, users assigned to this role can see the function without being able to edit it. For example, when the ‘View’ checkbox is selected next to ‘Calendar’, the role can only view the calendar but cannot make any additions, such as requesting their own telework. Only when the ‘Edit’ box is checked can they request or add telework to the calendar.

Basic Staff Access

Based on the permissions, staff access to telework allows the staff member to submit a telework request, view the telework calendar, and track their own telework history. If a user is assigned to a telework group, requests will be submitted through the reviewer’s hierarchy for approval. If a staff member is not assigned to a telework group, they can freely add telework days to the calendar without needing approval. Information regarding how to submit a request can be found in our Submitting Telework Request help page. 

Telework Reviewer

The telework reviewer role grants the reviewer all the permissions of a basic staff member, in addition to the ability to approve or deny telework requests and review telework history. Reviewers are not sequential here. For information on how to assign reviewers, please refer to our Telework Management page. 

 

Timesheet

Timesheet permissions customize the tabs available in the ‘Timesheet’ section for the selected role. Permissions include:

• ‘Timesheet Entry’ – The ability to track and enter your work hours, then submit them to your workflow reviewer.
• ‘Review Timesheet’ – The capability to review submitted timesheets within your workflow group and either approve or reject them.
• ‘Manage Timesheet’ – The ability to edit submitted timesheets 
• ‘Timesheet Administrator’ – The ability to take action to approve or reject a timesheet on behalf of other reviewers

 

Timesheet entry

A timesheet entry role allows the user to access the timesheet function in HOPS, enter their weekly timesheet hours, and submit them for review. If the checkbox under ‘View’ is selected, the user assigned to this role can see their own timesheet but cannot make any additions. Only when the ‘Edit’ box is checked can they input hours.

 

Review Timesheet

A reviewing timesheet role grants them the capability to track, approve, and take action on submitted timesheets. Additionally, timesheets can be approved directly from the Dashboard. Detailed instructions on how to approve timesheets from the Dashboard can be found here.

If the checkbox under ‘View’ is selected, the user assigned to this role can see all the timesheets to review within their workflow but cannot make any additions. Only when the ‘Edit’ box is checked can they take action on the timesheets to either approve or reject them.

 

Manage Timesheet

A managing timesheet role grants them the capability to make changes to approve timesheets. If the checkbox under ‘View’ is selected, the user assigned to this role can see all the timesheets to manage within their workflow but cannot make any additions. Only when the ‘Edit’ box is checked can they edit the approved timesheets.

 

Administrator

A ‘Timesheet Administrator’ role has the ability to take action to approve or reject a timesheet on behalf of other reviewers. If the checkbox under ‘View’ is selected, the user assigned to this role can see all the timesheets to review but cannot make any additions. Only when the ‘Edit’ box is checked can they take action on the timesheets to either approve or reject them.

 

For more detailed instructions on how permissions effect toles in HOPS, please refer to the documentation provided on our Timesheets page.

 

Inventory 

Inventory permissions enable offices to effectively manage and track their equipment. These permissions include the following capabilities:

• Categories – Enable the user to add equipment categories for more efficient sorting and organization of equipment.
• Manage Equipment – Grants users the ability to view and edit the complete inventory list of office equipment. Users can also modify inventory details through this feature.
• Equipment Assignments – Enables the user to assign or return equipment to staff members.
• Equipment History – Allows users to see who equipment is assigned to and when it has been returned.

If the checkbox under ‘View’ is selected, users assigned to this role can see the function without being able to edit it. For example, when the ‘View’ checkbox is selected next to ‘Manage Equipment’, the role can only view the equipment list but cannot make any additions, such as such as editing equipment details. Only when the ‘Edit’ box is checked can they edit the equipment details.

 

Reports

Report permissions grant the selected role access to view various reports, including:

• Staff Reports
• Birthday Listings
• Staff Listings
• Healthcare
• Emergency Contacts
• Leave Reports
• Timesheet Reports 

Tasks & Training

The Tasks & Training feature ensures that staff members are up to date with their annual training by setting a required completion date. This setting can be disabled by unchecking the box in the ‘View’ column of the Permission Management page.

Administrative

Administrative permissions allow administrators to modify staff profiles, manage permissions, control staff access and roles, and configure workflow groups. These permissions include the following capabilities:

• Add New Staff – Enables the administrator to create a new staff member’s profile.
• Role Management – Allows the administrator to edit, delete, lock, and modify roles assigned to staff members. It also displays who holds each role and the number of staff assigned to that role.
• Permission Management – Enables the administrator to define staff roles and assign the appropriate permissions to those roles.
• Manage User Access – Allows the administrator to assign staff roles, configure workflow groups, and manage Active Directory assignments.
• Timesheet Groups – Allows the administrator to edit the approval hierarchy for timesheet workflows.
• Leave Groups – Allows the administrator to edit the approval hierarchy for leave workflows.
• Telework Groups -Allows the administrator to edit the approval personnel for telework workflows.
• Reminder Setup – Allows the administrator to customize when they receive email reminders about who is out for the day.

If the checkbox under ‘View’ is selected, users assigned to this role can see the function without being able to edit it. For example, when the ‘View’ checkbox is selected next to ‘Permission Management’, the role can only view the permissions list but cannot make any changes, such as such as editing which role is granted what permission. Only when the ‘Edit’ box is checked can they edit the permissions.

 

Utilities

Utility permissions customize the sections and subsections available in the left navigation menu for the selected role. These sections include:

• System Settings
• Dashboard Settings
• User Notifications
• Global Settings
• Logs
• System Logs
• Leave Logs
• Salary Logs
• Email Logs
• Holidays 
• Departments
• Office Management
• Online Chat

Viewing Permissions: Enable designated roles to access and view that specific section.

Editing Permissions: Allow designated roles to modify timesheet information in that specific section.