Personnel roles and access

Personnel permissions are set by module role: Member, Manager, or Admin. These roles control who can view, create, edit, and manage personnel records, blocks, files, companies, and training. Roles are assigned per site in Settings > User Management.

Quick reference

When Contacts > People is visible

Contacts > People appears when you can view people records through Site access or Personnel access.

• Site Manager or Site Admin — can open the People list from Contacts.

• Any Personnel role (Member, Manager, or Admin) — can open the People list from Contacts.

People does not depend on the Personnel module alone. Site Manager or Site Admin access is enough to see Contacts > People even without a Personnel role. For what appears on a person page with and without the Personnel module, see What is the Personnel module?.

Personnel records

Members can view personnel records, including basic profile details, distributions, and assigned assets. Viewing assigned assets also requires Premises module access. They can also add comments to records. When Restrict Comment Viewing is enabled in settings, Members can only see comment threads they posted; Managers and Admins can see all threads.

Managers can create new personnel records, edit existing ones, and delete records. Admins have the same operational access as managers, plus the ability to delete companies and company contacts. For details on what a personnel record includes, see What is the Personnel module?.

Blocks and file attachments

Members can view the blocks and files on a personnel record. Managers can add, edit, and remove personnel blocks and file attachments, including employment details, emergency contacts, qualifications, and other HR data. Admins have the same block management access as managers.

Sensitive data

Members cannot view sensitive personnel blocks or sensitive company data. Managers can view sensitive blocks such as employment details, DBS certificates, right-to-work checks, and financial details, and they can view sensitive company data. Admins have the same access as managers. For information on hiding sensitive content until it is explicitly revealed, see Control access to sensitive personnel record details.

Companies

Members can see which companies a person is linked to and can view company notes and Contract blocks. Managers can create and update company records, add and clear company notes, add and update company contacts, manage Contract blocks and their files, and view sensitive company blocks. Admins have the same operational access as managers, plus the ability to delete companies and company contacts. For step-by-step instructions, see Adding and managing company details and Add and manage company contracts.

Training

Members can view training results and course progress. Managers can manage training courses, quizzes, and sync training data from external providers, including course validity, external-course providers, personnel record grants, and manual results with certificates. Admins have the same training management access as managers. For step-by-step instructions, see Manage training courses and results.

Compliance and skills

Anyone with a Personnel module role can view compliance results. Managers and Admins can manage the compliance requirement lifecycle and personnel skills, subject to record ownership and existing company or personnel access. For how to review results and manage requirements and skills, see Manage compliance requirements, Review company and personnel compliance, and Assign and manage skills on personnel records.

Settings and configuration

Personnel settings are in Settings > Personnel. The page has an Options tab with settings for comment viewing, auto-creating records for users, inbound email comments, notification preferences, and child-site share defaults for personnel records and companies. Anyone with Personnel module access can view the settings page. To change and save settings, you need Site Manager or Site Admin (update-site permission). Users without Personnel module access see a permission-denied message: "You don't have permission to view personnel settings. Please contact your administrator."

For site defaults, per-record Share with Child Sites controls, and read-only inherited records, see Share companies and personnel records with child sites.

How to change a Personnel role

Roles are assigned per site and per module. To change someone's Personnel access:

1. Go to Settings > User Management

2. Find the person and click Edit Access

3. In the Access Control table, set their role for the Personnel module at each site: Member, Manager, or Admin

4. Click Save

If you do not see Edit Access, you need the Manager role (or higher) for the Site module. You need Site Manager or Site Admin (or organisation owner) to access User Management and use Edit Access. For a full overview of the three roles, see Understanding User Roles and Permissions. To check which modules are included in your subscription, see Module Entitlements and Permission Templates.