Human resources (HR) software is designed to simplify your company’s HR workflows and improve productivity, but if roles aren’t clearly defined, it can wind up causing more headaches than it alleviates. To mitigate improper implementation and, more importantly, mishandling of sensitive employee data, most of today’s HR platforms allow administrators to assign roles and grant permissions to key individuals. These roles extend from the C-suite to customer service representatives, and a firm grasp on what they are and for whom they’re best-suited can be the difference between peace of mind and migraines for HR managers. For clarity’s sake, we reference three main categories of HR solution access levels. Here’s how we define them:
  • Access level 1: Able to access, view, edit, and delete data across the tool (Executive and Administrative access)
  • Access level 2: Can access, view, edit, and delete personal data and subordinate employee data. May have view privileges for data across the tool. (Manager and Director access)
  • Access level 3: Can access, view, edit, and delete personal data. Can view records and contacts across the team. (Representative and Individual Contributor access)

HR software administrator

An HR software administrator oversees the deployment of your company’s HR system and has the most knowledge about the inner workings of the software. They are likely responsible for training employees on how to use it as well.
  • Set up company account with software provider
  • Oversee the assignment of roles and grant permissions within the system
  • Provide training to key stakeholders on using the software for their individual needs
  • Maintain up-to-date and accurate company information (i.e., address, contact info, etc.)
Access level 1

HR director

A human resources director ultimately owns the HR system after it’s been deployed and is the primary user of the system. They will likely need to use an HR software to perform the basic functions of their job.
  • View, request, and update employee records
  • Collect and report employment agreements and tax documents
  • Add or update benefits
  • Receive, view, and respond to internal complaints and concerns
  • Onboard and offboard employees
  • Screen job candidates and schedule interviews
Access level 1

Accountants and controllers

Accountants and controllers use HR platforms to run payroll and/or manage benefits. Many modern HR platforms also come with APIs equipped to integrate with popular accounting software solutions such as QuickBooks, FreshBooks, and Xero.
  • Integrate HR software with accounting software
  • Edit and run payroll
  • Review and edit employee salaries
  • Ensure tax and accounting regulatory compliance
Access level 2

Individual Contributors

Having access to a self-service tool is one of the most helpful aspects of HR software for employees. While most people outside of HR and upper management likely won’t spend much time using the HR system, giving individual contributors the ability to log in to the company’s account and find answers to personal questions such as salary, benefits, performance, and awards and recognition is invaluable to freeing up HR directors to do more high level job functions.
  • View pay stubs and salary information
  • View and update personal records such as contact information, address, direct deposit information, and name
  • Review benefits, important employment documents, org chart, and more
  • Contact HR with questions or complaints
  • Request time off
Access level 3

Supervisors and managers

In addition to performing the same activities as an individual contributor, supervisors and managers can also use most HR systems to review subordinate performance, analyze employee retention, and set performance goals. Upper management may also use employee retention data to hold lower management accountable for high turnover rates or to recognize successes.
  • Analyze employee retention
  • Group employees into teams
  • Set and review performance goals for subordinates
  • Hold themselves accountable for team performance
Access level 2

Learning Coordinators

As the people responsible for identifying and planning job training and continued learning, learning coordinators use HR systems for their learning centers or tools. Many modern HR solutions offer these as built-in features, but they could also stand alone as SaaS categories within a broader range of HR solution offerings. Either way, learning coordinators can use HR learning tools for a variety of training functions such as:
  • Create, edit, and roll out new curriculums and trainings
  • Track employee competencies and certifications
  • Gauge retained learning via quizzes and tests
Access level 2

CEO

The CEO will want access to performance review data and to teams’ progress in relation to tracking company-wide projects or goals tracked in the software. HR software can also be useful for holding upper management accountable and for setting and reviewing performance goals.
  • View and manage teams within the organization
  • Set company-wide goals for entire organization to see
  • Manage org chart
  • Set and monitor performance goals for vice presidents and upper management
Access level 1

Other C-levels and executives

Depending on the size or structure of a company, other C-levels and executives in addition to the CEO may benefit from having high-level access to a company’s HR system. C-level executives mainly use HR systems for seeing big-picture health reports of the company and for setting goals.
  • Review human capital throughout the entire organization
  • Set and monitor company-wide goals
  • Create and manage teams within the company
  • View and update company org chart
Access level 1 Human resources is a huge responsibility involving a good deal of record-keeping, compliance-tracking, and maintaining of confidentiality. But by properly implementing an HR solution, this job becomes a little less intimidating for everyone involved.
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