How to work with custom user roles in TalentHR

TalentHR lets you create and manage custom user roles, so you can control exactly what each person can see and do in your workspace. Let’s see how it works.

As a starter, TalentHR includes three fixed roles:

Admin
HR Manager
Employee

These predefined roles are the crux of TalentHR, and cannot be modified in terms of permissions. There are also some functional roles with set permissions, such as Hiring Team or Time off Approvers. Learn how these work in our What are the user roles in TalentHR article.

Beyond these standard roles, you can tailor access in the following ways:

Create new, customizable roles.
Set specific permissions for each custom role.
Assign roles to users.
Choose which role is assigned by default to new hires.

How to access and manage user roles

To view and manage roles:

1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings (1).

2. Click Roles (2).

Here, you'll see a matrix of available roles (Admin, HR Manager, etc.) and their permissions.

user roles 1.png

Creating a custom role

To create a new role:

1. Click Add role (1).

2. Choose a name (2) for your role.

3. Assign it to specific users (3). They will lose their previous role (e.g. Employee), and will be assigned with the new role.

Note: You will be able to customize the permissions to the new role once it has been created.

4. Toggle the Default role (4) setting on if you want this to be the default role for new employees.

5. Click Save (5).

user roles 2.png

When you add a new role, its initial permissions are the same as those of the default role at the time. Alternatively, you can clone an existing role:

1. Click the three-dot icon (6) next to any role.

2. Select Clone (7).

In both cases, the new role will now appear next to the other roles, and you can proceed with adding or removing permissions from it by checking or unchecking them as needed.

user roles 3.png

Note: When you customize a role by adding or removing one or more permissions from it, a Save button will appear. Click Save (8) once you’ve completed the updates you want to make.

user roles 4.png

About permissions

Each user role comes with its own set of permissions. These cover a wide range of actions, including:

Managing employees, tasks, and time off
Accessing and editing files, reports, and surveys
Working with integrations, settings, and more

You can customize access for each role to suit your company structure. In many cases, you can fine-tune whether users can:

View, edit, or manage a feature
Access data for themselves, their team, or all users

To manage permissions, simply check or uncheck the boxes under each role column.

Editing or deleting a custom role

1. Click the three-dot icon (1) next to the role.

2. Choose Edit (2) to update the name, users, or default role setting.

3. To delete the role, select Delete (3). Note that system roles (Admin, HR Manager, Employee) cannot be deleted.

user roles 5.png

Note: Any employees that had the role you deleted, will now get the default role. If you deleted the default role, the system will choose Employee as the new default.

Setting the default user role

The default role determines what role is assigned to new hires when they are added to the system. The current default role is marked with an asterisk (1).

To quickly change the default:

1. Click the three-dot icon (2) next to the desired role.

2. Select Make default (3).

user roles 6.png

Field-level access (bonus feature)

Custom user roles come with another powerful option: field-level permissions for Employee and Asset records. You can now choose whether each role can view or edit specific fields.

To explore this:

1. Go to Settings (1).

2. Select Roles (2).

3. Scroll down and click Manage fields (3) where it’s available (i.e under the sections People and Assets).

user roles 7.png