Article Contents
- Introduction
- Who Can Set a Manager
- How to Set or Change a Manager
- Financial Reporting Access
- Manager and Who’s In Leave Requests
- Manager and Additional Access
Introduction
The Manager field on a user account records who that person reports to. This relationship is used across Hiro to understand team structure, manager responsibility, approval routing and access to team-related information.
It is not just an organisation chart field. Keeping managers up to date helps the right people see the right information, approve the right requests, and manage workflows for their team.
Each active user should normally have one manager assigned. The manager must also be an active user.
Who Can Set a Manager
Managers are set from Settings > User Accounts.
You can add or change a user’s manager if you have either:
- Global Administrator access
- User Accounts add/edit/delete access
Being listed as someone’s manager does not automatically give a person access to User Account settings.
Learn more about user privileges
How to Set or Change a Manager
- Go to Settings > User Accounts.
- Open the user you want to update.
- In the user’s Organisation details, find Manager.
- Search for and select the correct manager.
- Save the user account.
Managers can also be included when importing users, as long as Hiro can match the manager name to a user account.
Do not set a user as their own manager. If an active user has no manager, some Who’s In request workflows may not work correctly for them.
What the Manager Field Is Used For
Hiro uses the Manager field to understand team relationships. This affects areas such as:
- routing Who’s In leave requests to the correct approver
- showing managers pending leave requests for their direct reports
- team-based HR and reporting views where available
- Projects Dashboard and reporting access
- staff profile and service milestone workflows where manager information is relevant
The Manager field is not the same as a security role. It does not give someone full administrator access, and it does not replace user privileges.
Financial Reporting Access
The Manager field helps determine what a user can access in financial reporting when their access is based on team responsibility rather than broad organisation-wide permissions.
Depending on the report and the user’s financial reporting privileges, managers may be able to report on:
- employees who report directly to them
- project captains who report directly to them
- projects connected to those team members
- reporting data available through employee, project, captain or client filters
This means the Manager field can affect which employees, project captains, projects and related financial data appear in report filters or are available to run reports against.
The Manager field works together with financial reporting privileges. It does not replace those privileges or give unrestricted reporting access on its own.
If someone cannot see expected team or project data in financial reports, check both:
- the Manager field for the relevant users
- the person’s financial reporting privileges
Manager and Who’s In Leave Requests
For Who’s In leave requests, the Manager field controls who receives a person’s leave approval requests.
When a user submits leave, the request is sent to the person listed as their Manager. That manager can approve or decline the request in Who’s In.
If the Manager field is blank, the user may not be able to lodge leave requests until a manager has been assigned.
Travel arrangement requests work differently. They are routed to the relevant project or enquiry captain rather than the traveller’s manager.
Manager and Additional Access
Additional access lets another person help with specific leave approval or reporting responsibilities without changing the user’s Manager.
The Manager remains the person’s main reporting relationship in Hiro. Additional access sits beside that relationship and can only be configured after a Manager has been selected.
There are two types of additional access:
- Other leave approvers
- Extra project and reporting access
Other leave approvers can also action leave requests for the person. This does not mean every listed person must approve the leave. It means those people are allowed to approve the leave.
Extra project and reporting access gives another person manager-style visibility over project and reporting areas for the employee, such as Projects Dashboard access, relevant project and financial report filters, and Employee Performance reporting. It does not give access to unrelated HR information such as emergency contact details.
Additional access is configured from User Accounts by someone with permission to add and edit user accounts.
Learn more about granting additional access