HRIS User Access Configuration

Give users the access they need for their responsibilities

Define who can view information, maintain records, and approve requests. We help configure roles such as head office HR administrators, branch administrators, and approving managers.

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Match HRIS Access to Actual Responsibilities

Payroll administrators, managers, and employees use HRIS for different purposes. Their menus and permissions should reflect those responsibilities. Sigma Solusi Informatika helps identify the access each role needs, configure the available settings, and check the results through practical examples. This gives the team a clear basis for setup and avoids granting permissions simply because a job title sounds appropriate.

Start with the Tasks Each Role Performs

A list of user names does not explain the permissions required. Identify whether each person updates employee records, checks attendance, processes payroll, or performs other tasks. If one person has several responsibilities, record each of them so the access requirements are clear.

Our team groups these requirements by role and reviews the options available in the application. The authorised company representative then confirms the proposed setup. Using actual tasks as the reference makes configuration more straightforward than relying on job titles alone.

Separate Data Access from Approval Authority

Someone who can read a report may not be authorised to change its source data or approve a request. These permissions should be discussed separately. For companies operating across branches, the review should also cover which locations each person is responsible for.

Use requests and reports that the company handles regularly. We help identify who receives information, checks it, and makes the decision. The agreed responsibilities guide configuration, including both the actions a user must be able to perform and those outside their authority.

Review Access When Responsibilities Change

A new manager, an employee transfer, or a change in duties can affect access requirements. Without a review, a user may retain permissions from a previous role or lack the access needed to carry out new responsibilities.

Confirm who approves the change and when it takes effect. Our team explains the relevant configuration and checks. Test the process using the affected roles before operational use to confirm that permissions match the agreed division of responsibilities.

Document Roles and Test Their Permissions

Prepare a simple table showing each role, the menus required, the branches covered, and the actions allowed. Test both permitted tasks and actions that should remain restricted. For example, a manager may need to review team requests without receiving permission to process payroll.

A documented access setup gives users clear responsibilities and provides a reference when roles change. If questions or access issues arise, the support team can help through the available channels. Users do not need to experiment with settings without understanding their effect.

When replacing an HRIS, Sigma Solusi Informatika reviews access against current responsibilities. Existing settings provide a useful reference, but should not be copied without checking. Continue with HRIS system testing to verify the setup. Support remains available after Sigma HRIS or Forte HRIS goes live.

HRIS Workflow ConfigurationHRIS Administrator Training

Explore the HR processes that may be included in the discussion, preparation, and user guidance for this service.

Employee Access Permissions

Manage employee access to information, requests, and ESS services based on roles via Sigma HRIS or Forte HRIS.

Employee Documents

Organize employee documents by type, owner, and access rights to make it easier for HR to locate necessary files.

Manager Dashboard

View team summaries and employee requests in the ESS Manager Dashboard in Sigma HRIS and Forte HRIS, according to your access permissions.

Questions About HRIS User Access

What should we prepare before configuring access?

List the user roles, their main tasks, the locations they cover, and the person authorised to approve the access settings.

Should access be based only on job titles?

No. Discuss each person’s actual responsibilities. Employees with the same title may need different permissions.

Does permission to view data also allow someone to approve requests?

No. Viewing, editing, and approving are separate responsibilities. We review each requirement against the available application features.

What if one user is responsible for several branches?

Explain which branches and tasks the user handles. Our team reviews the configuration options and tests the proposed access with representative tasks.

Should access be reviewed after an employee transfer?

Yes. A change in role or work location can affect a person’s authority. Confirm the permissions needed for the new assignment.

How do we check that access is configured correctly?

Test representative tasks for each role and confirm the results with the authorised company representative before operational use.

Define the Access Each User Needs

Bring a list of tasks performed by administrators, managers, and employees, together with the locations they cover. We can review who needs to view, edit, or approve information.

Discuss User AccessExplore Sigma HRIS and Forte HRIS