This feature empowers your organization to configure access levels within PSA, granting users the specific permissions they need to perform their tasks effectively, while still maintaining data security.
Benefits of Enhanced Roles & Permissions:
- Improved Security: Granular control over access minimizes the risk of unauthorized modifications or data exposure.
- Increased Efficiency: Streamline workflows by assigning permissions based on specific user roles.
- Enhanced Transparency: Clearer visibility into user access levels promotes accountability and trust.
Meet the New Team Members:
This update introduces two new roles:
- Resource Manager: This role allows users to manage resources within your organization, such as assigning them to projects and tracking their availability.
- PSA Finance Manager: This role grants access to view and manage billing and invoicing details related to PSA services.
Taking Control: Managing Permissions
Global Admins can access and configure these new permissions within the "Roles & Permissions" page. The page has been updated to include dedicated sections for:
- PSA Billing & Invoicing
- Opportunities
- Resource Management
- Timesheets
What roles can users have on Keka, and what permissions are associated with each?
It is essential for organizations to define employee responsibilities and assign appropriate roles accordingly. Common roles within an organization include HR Manager, HR Executive, Payroll Admin, Asset Manager, among others. Each role carries distinct responsibilities, contributing to a clearer understanding of expectations for employees.
Keka offers various pre-defined roles that can be assigned to employees, each with specific access restrictions to various modules within the system. Below is a summary of few roles and their corresponding permissions:
1. Global Admin:
This role encompasses complete access across the entire Keka system. Global Admins can view and modify almost all organizational information, including financial data. Typically, this role is assigned to CXOs and Directors.
2. HR Manager:
An HR Manager has access to all employee-related information, including profiles, attendance, leave records, and salary/financial details. However, their access to Settings is limited, allowing changes only to Company Settings, Billing, Leaves & Holidays, Employee, Time & Attendance, Onboarding, and Exit processes.
3. HR Executive:
Similar to the HR Manager, the HR Executive has access to all employee information but does not have permission to view salary or financial details.
4. Payroll Admin:
This role provides access to all financial information necessary for managing the organization's payroll process. However, Payroll Admins do not have access to employee profiles, including leaves and time & attendance records.
5. Asset Manager:
An Asset Manager focuses solely on asset-related information, enabling effective tracking and allocation of assets within the organization.
6. Project Admin:
The Project Admin role grants comprehensive permissions across project-related functions, including Client management, Timesheet tracking, Team coordination, Task assignment, Billing, and Reporting. However, Project Admins do not have access to employee profiles, including leaves, time & attendance, or payroll information.
By clearly defining these roles and their associated permissions, organizations can enhance employee performance and ensure accountability within their operations.
Can an employee have multiple roles assigned? Also can multiple employees have the same role?
In any organizational structure, the number of roles an employee may assume can differ significantly. For instance, one individual might serve as both an HR Manager and handle Payroll responsibilities. In larger companies, it is not uncommon to have multiple employees fulfilling the same role, such as several HR Managers or Payroll Administrators.
Keka offers the flexibility to assign multiple roles to a single employee or to designate multiple employees to a single role, depending on the needs of your organization.
To assign roles and permissions to employees, follow these steps:
Navigate to Settings icon and click on Roles & Permission from left navigation and under User Roles section, you will find the Global Admin.
In the Manage Roles section, you have the flexibility to assign one or more employees to each role.
Note: A single employee can hold multiple roles simultaneously.
To begin assigning roles, simply type and select the name of the employee you wish to designate for a role, and then click Save.
IMPORTANT: Once the role has been assigned, the employee needs to Logout and Login again to get access to new roles & permissions.
To assign permissions tailored to specific categories based on employee roles and responsibilities, navigate to the Implicit Roles section and select Edit Permission.
The "Edit Roles and Permissions for Implicit Roles" screen will be displayed.
From here, you can customize the permissions by selecting the appropriate options—simply check or uncheck the boxes as needed. Once you have made your selections, click on "Save Permission" to apply the changes.
Empowering Your Organization, One Permission at a Time
We believe these new roles and permissions will significantly enhance your control over PSA data and user access. By optimizing access levels, your organization can ensure efficient workflows, improved data security, and a more transparent user experience.
For more information on managing billing and project roles, please follow this link: Managing billing and project roles