Enhancing privacy: User visibility and permission settings explained
absentify offers a variety of user roles to make it easier for your company to divvy up any scheduling duties amongst the staff according to their position. Keep reading to find out what each user role is authorized to do and see.
Can create leave requests for themselves for the current and upcoming fiscal year
Will not receive approval notifications for leave requests
Will be informed solely of their own leave requests via E-mail
Can cancel their own leave requests if they haven't already begun
Can view their own yearly vacation deductible
Can create leave requests for themselves for the current and upcoming fiscal year
Receives approval notifications from their requesters to either approve/deny leave requests
Cannot cancel already approved leave requests
Receives E-mail notifications of their own as well as their requesters' leave requests
Can cancel their own leave requests if they haven't already begun
Can view their own yearly vacation deductible
Can create leave requests for both themselves and employees within their department for the current and upcoming fiscal year
Can cancel leave requests for both themselves and employees within their department
Can approve/deny leave requests for employees within their department
Can view both their own yearly vacation deductible as well as from those within their department
Can view the reason for an absence of an employee within their department (even if it has been set to private)
If approved by administrator, can cancel any employee's leave request within their department for up to one fiscal year in the past (See
Cancel a retroactive request)
Can create leave requests for any user set to take place in the future and up to one fiscal year in the past
Can view the absence requests of all employees and has the option of either accepting or rejecting them (please note that this is only possible within the app itself)
Will only receive E-Mail notifications about their own leave requests
Can cancel any employee's leave request set to take place in the future and up to one fiscal year in the past
Can view the yearly vacation deductible of every employee in the company
Can view the reason for an absence of any employee within the company (even if it has been set to private)
Can configure the approval settings for every employee within the company
Administrators have the option to flip the following toggle switches in their settings to enable further privacy regulations.
To adjust visibility settings for employee schedules across departments, go to your Privacy Settings. Under General > Other Departments, turn the toggle switch On to grant all users visibility permissions for all employees on the Overview page. If you prefer users to view only the schedules of others in their own department, set the switch to Off.
Please note: with cross-department visibility turned Off, users can view birthdays only within their own department. When activated, birthday visibility extends to the entire organization.
When adding a new leave, administrators have the option to change the privacy settings per leave type.
Go to Leave types > and scroll down to Privacy.
With this toggle flipped On, absence reasons for leave can only be viewed by the user's respective approver and manager, as well as the admin. Otherwise, with the toggle flipped Off, all users can see the absence reason for all of their co-workers - regardless of what user role they have.
Below is a break-down of what each user would see with this toggle switch enabled:
Regular users can only view the absence reason for their own leave
Approvers can see the absence reason from their requesters
Managers can see the absence reason from those within their department
Admins can see all leave types (this applies with the toggle switched to "off" as well)
We hope this answered any questions you might have had regarding the permissions of the different user roles in absentify.
If you still have pending questions, we'd love to hear from you - feel free to send us a message here. Our team is always happy to help!
Who can see absence reasons?
Who can see department types?
Edit user visibility
Regular user
Can create leave requests for themselves for the current and upcoming fiscal year
Will not receive approval notifications for leave requests
Will be informed solely of their own leave requests via E-mail
Can cancel their own leave requests if they haven't already begun
Can view their own yearly vacation deductible
Approver
Can create leave requests for themselves for the current and upcoming fiscal year
Receives approval notifications from their requesters to either approve/deny leave requests
Cannot cancel already approved leave requests
Receives E-mail notifications of their own as well as their requesters' leave requests
Can cancel their own leave requests if they haven't already begun
Can view their own yearly vacation deductible
Department manager
Can create leave requests for both themselves and employees within their department for the current and upcoming fiscal year
Can cancel leave requests for both themselves and employees within their department
Can approve/deny leave requests for employees within their department
Can view both their own yearly vacation deductible as well as from those within their department
Can view the reason for an absence of an employee within their department (even if it has been set to private)
If approved by administrator, can cancel any employee's leave request within their department for up to one fiscal year in the past (See
Cancel a retroactive request)
Company administrator
Can create leave requests for any user set to take place in the future and up to one fiscal year in the past
Can view the absence requests of all employees and has the option of either accepting or rejecting them (please note that this is only possible within the app itself)
Will only receive E-Mail notifications about their own leave requests
Can cancel any employee's leave request set to take place in the future and up to one fiscal year in the past
Can view the yearly vacation deductible of every employee in the company
Can view the reason for an absence of any employee within the company (even if it has been set to private)
Can configure the approval settings for every employee within the company
Privacy settings
Administrators have the option to flip the following toggle switches in their settings to enable further privacy regulations.
Other Departments
To adjust visibility settings for employee schedules across departments, go to your Privacy Settings. Under General > Other Departments, turn the toggle switch On to grant all users visibility permissions for all employees on the Overview page. If you prefer users to view only the schedules of others in their own department, set the switch to Off.
Please note: with cross-department visibility turned Off, users can view birthdays only within their own department. When activated, birthday visibility extends to the entire organization.
New Leave Type
When adding a new leave, administrators have the option to change the privacy settings per leave type.
Go to Leave types > and scroll down to Privacy.
With this toggle flipped On, absence reasons for leave can only be viewed by the user's respective approver and manager, as well as the admin. Otherwise, with the toggle flipped Off, all users can see the absence reason for all of their co-workers - regardless of what user role they have.
Below is a break-down of what each user would see with this toggle switch enabled:
Regular users can only view the absence reason for their own leave
Approvers can see the absence reason from their requesters
Managers can see the absence reason from those within their department
Admins can see all leave types (this applies with the toggle switched to "off" as well)
We hope this answered any questions you might have had regarding the permissions of the different user roles in absentify.
If you still have pending questions, we'd love to hear from you - feel free to send us a message here. Our team is always happy to help!
Related:
Who can see absence reasons?
Who can see department types?
Edit user visibility
Updated on: 10/11/2024
Thank you!