Custom permissions for one employee
Change access for one person who already has a role, from the Permissions tab on their profile, without changing the rest of the role.
On this page
Who is this lesson for?
- HR manager or system admin: needs one person with different access from others on the same role.
- Management: for example an accountant on the Employee role who must see invoices, without giving that to every employee.
- The employee: only sees what you allow after the change. They cannot change anyone else’s access.
Before you start
- The person must already have a role (Employee or a role you added). The Permissions tab starts from that role.
- Permission to manage roles (usually the system admin).
- Do not use this when a whole group needs different access — create a role and assign it.
Open the employee profile
From the sidebar: HR management system → HR → Employees. Click the person who already has a role, not the administrator account.
Open the Permissions tab
On the profile, if the tab is not in the first row, click More then Permissions.
Change from their current access
The table matches the role table: each module has Add, View, Update and Delete. What you see now is their role. Change a dropdown for this person only. It saves as soon as you pick it. Other people on the same role do not change.
What the options mean:
- All: every record in the company.
- Added: only records they created.
- Owned: records assigned to them.
- Added & Owned: both.
- None: they cannot do this action.
More opens extra permissions for the same module. What every permission does: System permissions table.
Reset if you want the role back
After the first change a notice appears: Permissions have been customised for this user. From then on, role updates do not apply to them automatically. Click Reset permissions to restore their current role.
What happens after you change it?
- Only this person sees menus and screens from the new table, on web and the app.
- Everyone else on the same role stays as they were.
- An App Administrator account cannot be changed on this tab.
Common questions
Can I customise someone with no role?
No. Assign a role on the employee form first, then open Permissions if you need one difference.
When should I create a role instead?
When several people need the same difference. A role is clearer to maintain.
I changed the role and this person did not update?
They are customised. Reset permissions to pick up the role, or edit their table by hand.
Where do I see what each permission does?
System permissions table.