Permissions in Humanforce HR control what users can see, do and access across the platform.
Within Settings > Permissions, you will find a comprehensive list of over 400 permissions. These permissions determine access to employee data, platform features, and system configuration areas.
Understanding how these permissions are grouped will help you configure access correctly, protect sensitive information, and ensure users can perform their roles effectively.
This article covers:
Permission type categories
People data permissions
Major function permissions
System settings permissions
Permission type categories
Permissions in Humanforce HR fall into three key categories:
People data permissions
Major function permissions
System settings permissions
Each category plays a distinct role in controlling access across the platform.
Because employee information can be sensitive, permissions are layered to ensure access is both intentional and secure.
People data permissions
People data permissions are the largest category and typically have the greatest impact on end users.
These permissions relate to information stored on an employee’s profile, including:
Personal details
Contact details
Work rights
Medical conditions and emergency contacts
Completed form instances
Job data
Training
Goals
Manager’s log
Manager feedback
Diary notes
Performance management
Documents
User accounts
People data permissions control access in two ways:
They determine whether a user can view, create or edit a specific type of information on an employee profile.
They determine whose profile the user can perform that action on - their own, their subordinates in the reporting structure, or any employee in the organisation.
For example, a manager may be able to view diary notes for their subordinates (anyone below them in the reporting structure) but not for employees outside their reporting line.
Because these permissions relate directly to personal and sensitive information, careful configuration is essential.
Major function permissions
Major function permissions grant broad access to key platform features.
They control whether a user can:
View a profile in the platform
Access a profile from the People Directory or Organisational Chart
Add or edit a person
View or edit a person’s job
View compliance pages
Major function permissions work together with people data permissions.
Having a people data permission alone is not always sufficient to perform an action. The relevant major function permission must also be enabled.
For example:
A manager may have the people.qualifications.view#subordinates permission to view qualifications and job requirements for their subordinates (people data permission). However, they must also have the compliance.qualifications.view major function permission enabled to view an overall compliance page that displays their subordinates' job requirements in one place.
People data vs major function permissions
People data permissions provide more granular control over specific data elements.
Major function permissions manage access at a broad level.
This two-layer structure helps protect sensitive employee information while still allowing organisations to configure access flexibly.
System options permissions
System options permissions control access to configuration areas and determine whether users can change how the platform operates.
These permissions relate to:
Access to system areas
Analytics
Compliance pages
Forms
Work rights
Leave
Performance management
System documents
Managing platform access for others
User accounts
Permissions
Customising platform options
Category lists
Drop-down menus
Managing outbound communications
Form Designs
Pulses
Workflows
Email Templates
Email Log
Event Notifications
Many of these areas affect how the platform is structured and operated. Others provide access to highly sensitive data.
For this reason, we recommend reviewing access regularly and ensuring permissions are aligned with each user’s responsibilities.
Users with limited access may not be able to complete certain configuration tasks. Contact your system administrator if you are unsure about your current permissions.Additional information
We recommend working with the Support or Customer Success team before making significant changes to permission settings.
Regularly review user access to ensure permissions remain appropriate as roles change.
Changes to permissions may have broader consequences than expected, particularly where layered permissions are involved.