user roles

When an employee is added to HRGP, what they see depends on the role and permissions assigned to them. HRGP is designed to show users only what they need to do their job—nothing more.

What User Roles Control

User roles determine:

• Which modules appear in the navigation menu

• What actions users can perform

• What records they can access or modify

Understanding User Roles and Permissions

When a user logs in, the system returns their profile along with role permissions for each major area (module) of the application:

• ATS (Applicant Tracking System)

• EMS (Employee Management System)

• FILES (Uploaded Files / Employee Attachments)

• TOOLS

These permissions are stored in the user’s session and determine:

• What module(s) appear in the navigation menu

• What actions the user can perform within each module

Access Levels

Each module (ATS, EMS, FILES, TOOLS) can be assigned one of the following access levels:

No Access

The user does not see or have access to the area.

Full Access

The user can fully use the area and has access to all available options.

Limited Access

Used primarily in EMS and FILES modules. The user can access the area but with reduced functionality. 

Example: In FILES, the user can assign Limited or Minimal access only.

Minimal Access

Used only in FILES. The user has the most restricted access. Example: The user can assign only Minimal access to attachments.

How Permissions Are Applied by Module

ATS (Applicant Tracking System)

If the user has anything other than “No Access”, they will see the full ATS module in the menu:

• • Job Postings

  • Guided Hiring

  • Applicants

There is no UI distinction between Full and Limited access for ATS. It functions as:

• • Full Access

  • No Access

EMS (Employee Management System)

If the user has anything other than “No Access”, they see:

• • Invites

  • Employees

  • Forms / Quizzes

  • Mira Profiles

  • Uploaded Files

The difference between Full and Limited access is enforced in the backend

• • Which employees are visible

  • Which forms and records can be accessed

FILES (Uploaded Files / Employee Attachments; appears under EMS)

Access depends on the selected permission level:

• • No Access → “Uploaded Files” is hidden

  • Full Access → View/manage attachments and assign Full, Limited, or Minimal access

  • Limited Access → Assign Limited or Minimal access only

  • Minimal Access → Assign Minimal access only

The user’s FILES permission controls both:

• Visibility of the feature

• The maximum access level they can assign to attachments

TOOLS

If the user has anything other than “No Access”, they will see the TOOLS section in the menu.

• • Company Profile

  • User Roles & Permissions

  • Phone Numbers

  • Landing Page

  • Chatbot Questions

  • Templates

  • Form Builder

  • Payment Methods

  • Invoices & Subscription

• There is no distinction in the UI between Full, Limited, or Minimal access — it is simply:

  • Full Access

  • No Access

Default System Roles

Company Admin

Who this is for: Users who need full system access and can manage company settings.

Recruiter

Who this is for: Internal or external recruiters.

Access: 

• ATS

Manager

Who this is for: Department managers or team leads.

Access:

• ATS

• Limited EMS (view assigned employees only)

• Limited FILES

Employee

Who this is for: Regular employees

Access:

• Limited EMS

Tip: All user roles have access to Calendar, History, Texting, Emails, and Support.