Managing Global Roles & Permissions in PSA

Overview

In this guide, you will learn:

• How to manage global roles and permissions in Keka PSA.

• How to assign multiple roles to employees and configure role-based permissions.

• How to ensure secure and efficient access across your PSA modules.

Taking Control: Managing Permissions

Global Admins can manage and configure these permissions within the Roles & Permissions page.
The page now includes dedicated sections for:

• PSA Billing & Invoicing

• Opportunities

• Resource Management

• Timesheets

These sections allow organizations to fine-tune access control and ensure that users only see and manage relevant data.

Common Roles and Their Permissions

Keka offers several predefined roles that can be assigned to employees based on their responsibilities. Each role defines specific access levels and permissions across the platform.

1. Global Admin

• Has complete access across all modules in Keka.

• Can view and modify all organizational and financial data.

• Typically assigned to CXOs and Directors.

2. HR Manager

• Can view and manage all employee-related data (profiles, attendance, leave records, salaries).

• Has limited access to Settings (e.g., Company Settings, Billing, Leaves & Holidays, Time & Attendance).

3. HR Executive

• Similar to HR Manager but cannot view salary or financial data.

4. Payroll Admin

• Has access to all payroll and financial information required for salary processing.

• Cannot access employee profiles, attendance, or leave records.

5. Asset Manager

• Manages organization assets, including allocation and tracking.

6. Project Admin

• Has access to all project-related functions including Client Management, Timesheets, Tasks, Billing, and Reports.

• Cannot access employee data, leave, attendance, or payroll information.

7. Resource Manager 

• Allows users to manage resources, including assigning them to projects and tracking their availability.

8. PSA Finance Manager: 

• Grants access to view and manage billing and invoicing details related to PSA services.

By defining and assigning these roles clearly, organizations can promote accountability and streamline internal workflows.

Assigning Roles and Permissions

Keka allows flexibility in assigning roles to employees based on operational needs.

• A single employee can hold multiple roles simultaneously (e.g., HR Manager + Payroll Admin).

• Multiple employees can also share the same role (e.g., multiple HR Managers).

To assign roles and permissions:

1. Navigate to the Settings icon.

2. Click Roles & Permissions from the left navigation menu.

3. Under the User Roles section, you’ll find existing roles such as Global Admin.

4. Click manage users.
   
   

5. In the Manage Roles section, assign one or more employees to a role.

6. Type and select the employee name you wish to assign, then click Save.
   
   

Note: After a role is assigned, the employee must log out and log in again to activate the new permissions.

Editing Permissions for Implicit Roles

To assign permissions specific to role categories:

1. Navigate to the Implicit Roles section.

2. Click Edit Permission.
   
   

3. The Edit Roles and Permissions for Implicit Roles window will appear.

4. Check or uncheck the boxes to customize access for each permission type.

5. Click Save Permission to apply the changes.
   
   

This allows admins to tailor permissions precisely to employee responsibilities, ensuring only authorized actions are permitted.