Adjusting the sensitive personal data and documents permission levels of Location Managers

When using Deputy, you'll often deal with sensitive data or documents. You can decide which employee documents and information your Location Managers have access to in Business Settings. This feature is available on all deputy plans and is not exclusive to Deputy HR.

• Who can view or manage sensitive data and documents in Deputy?
• Which fields are affected by the sensitive data and documents permissions?
• How can I adjust the permission level of Location Managers?
• What does each permission level mean?
  • No access
  • View only
  • Manage only
  • Can view and manage
• Accessing the People tab

Who can view or manage sensitive data and documents in Deputy?

Access and visibility to this sensitive data and documents will depend on your role and permissions within the People Tab:

• System Administrators and Advisors have full access to view and manage sensitive documents and data.
• Location Managers by default can view and manage sensitive documents and data for team members in their assigned locations, but System Administrators can adjust the Location Manager permission level in Business Settings.
• Supervisors and Employees can't view or manage sensitive data and documents, other than their own personal details, within the app.
• Custom Roles in Enterprise or upgraded plans can view and manage if the permissions for “Can manage pay details”, “View team member sensitive details and documents”, and “Manage team member sensitive details and documents" are turned on. 

Note: These settings do not change any costs from being visible on the Timesheets and Scheduling pages. 

Read more about Access Levels in Deputy

What fields are affected by the sensitive data and documents permissions?

The sensitive data and documents permissions control whether Location Managers can see certain employee information in Deputy, or whether that information is hidden. The permissions allow you to control visibility and access of the following fields in the employee profile:

• People Tab
  • Pay rates and Payroll ID
• Payroll
  • Tax Details
  • Bank Details
  • Pension Details
  • Payroll Calculations
  • Payslips
• Documents (Deputy HR only)
  • All documents are visible to Location Managers for the team members in their locations (which they can find in the People tab, in the Documents section). However, without the permission active, the documents will not open for them. 
    
    Note: When managers create a new document type, they can choose to mark it as sensitive by ticking the “Will this document contain sensitive information?” check box and saving. Existing document templates can also be edited to mark the document type as sensitive.
• Employment tab
  • Pay Details are controlled by switching the “Location Manager can view and manage pay details”  toggle to ON or OFF.

How can I adjust the permission level of Location Managers?

1. If you are logged in as a System Administrator or Advisor, you can access Business Settings from the drop-down menu under your name.
   

2. From the People Tab, select "Sensitive personal data and documents".

   Note: Business Settings has a new look. These updates are being gradually rolled out and will soon be available in all Deputy accounts.

   Business Settings (classic)	Business Settings
   (Click to Expand)	(Click to Expand)

3.  Here you can:

   1. Edit visibility and management of pay details by switching the "Location Manager can view and manage pay details" toggle to ON or OFF.  Click Save changes when you’re done.
   2. Change the permission levels for “Location Managers access to sensitive data on the people tab”, before clicking Save changes. 
      

    

What does each permission level mean?

When you are adjusting the Location Manager access to sensitive data, you have four different permission levels to select:

• No access
• View only
• Manage only
• Can view and manage

No access

Payroll Tab​​

No access Location Managers are able to see the team members in the People Tab for their locations, but when they enter a profile the payroll data is hidden. If you are using this setting, we also recommend you disable Locations Managers' ability to view and manage pay details.

Note: No access Location Managers are still be able to onboard new team members and review the onboarding form until it is approved. 

Documents Tab

No access Location Managers can see the documents in an employee's profile, but they cannot open them. 

​​

View only

Payroll Tab​​

View only Location Managers are able to see the team members in the People Tab for their locations, but when they enter a profile the payroll data is hidden. Using the Sensitive data button and eye icons, they can reveal any of the private information.

Note: View only Location Managers are still be able to onboard new team members and review the onboarding form until it is approved. 

Documents Tab

View only Location Managers can see the documents in an employee's profile and can view them.

Manage only

Payroll Tab​​

Manage only Location Managers are able to see the team members in the People Tab for their locations but when they enter a profile the payroll data is hidden, and they will not be able to show it. They can, however, click Edit and enter new details for a team member.

Documents Tab

Manage only Location Managers can see the documents in an employee's profile and can view them.

Can view and manage

Payroll Tab​​

Can view and manage Location Managers have the same access as System Administrators, but only for team members within their locations. Using the Sensitive data button and eye icons, they can reveal any of the private information. They can also click Edit and enter new details for a team member. 

Documents Tab

Can view and manage Location Managers can see the documents in an employee's profile and can view them.

Accessing the People tab

The People tab is accessible via People and then selecting an employee: