In TalentHR, you can control which users can view or edit specific fields in Employee or Asset records, based on their assigned role. This lets you protect sensitive information or delegate editing rights with precision.
| Note: Field-level access is configured per user role, including both default system roles (like HR Manager or Employee) and any custom roles you've created. Admins always have full access to all fields, and their permissions can’t be modified. |
How it works
For each Employee/Asset field, you can define:
- What each user role can do: View and/or Edit
- Whose data they can view and/or edit: All, Their team, or Themselves
| Note: You can also hide a field from a role entirely, or prevent them from editing it. Read below for more information. |
To manage Employee field access:
1. Go to Settings (1).
2. Click People profiles (2).
3. Employee fields are organized by type (3):
Select a tab according to the type of field you wish to update.
| Note: Alternatively, you can access this page in Settings > Roles by clicking Manage fields next to the People permission group. |
4. Find the field you want to configure and click the Edit (4) icon next to it.
5. Adjust the access level for each role (5) as needed.
- Under View, select the scope of access: All, Their team, or Themselves.
- Under Edit, select the scope where users can make changes: All, Their team, or Themselves.
| Note: To hide an Employee field from a role entirely, leave all options under View unchecked. The scope will display None, and the field will be hidden from users with that role. Similarly, to prevent a role from editing an Employee field, uncheck all options under Edit. |
6. Click Save (6) to apply your changes.
For example, you can allow only HR Managers to edit personal contact information while letting other roles view it, or hide it from them completely.
To manage Asset field access:
1. Go to Settings (1).
2. Click Assets (2).
3. Select the Asset fields (3) tab.
| Note: You can also access this page via Settings > Roles, then click Manage fields next to the Assets permission group. |
4. Click the Edit (4) icon next to the field you want to manage.
5. Adjust the access level for each role (5) as needed.
- Under View, define the scope of access: All, Their team, or Themselves.
- Under Edit, choose the scope where users can make changes: All, Their team, or Themselves.
| Note: To hide an Asset field from a role entirely, leave all options under View unchecked. The scope will display None, and the field will be hidden from users with that role. Similarly, to prevent a role from editing an Asset field, uncheck all options under Edit. |
6. Click Save (6).
This is especially useful when assigning a custom role, e.g., Asset Manager. Even with the Manage assets permission, the role must also have field-level View and Edit access to see and update Asset information.