Article Contents
- Introduction
- When To Use Additional Access
- Types of Additional Access
- Configure Additional Access
- Removing Additional Access
Introduction
Additional access lets you give another person specific oversight access without changing the employee’s Manager.
Each user still has one Manager. The Manager remains the person’s main reporting relationship and is used across manager-based workflows in Hiro.
Additional access is for situations where another person also needs to help with leave approvals, see project and reporting information, or coordinate Scheduling for that employee.
Learn more about the Manager field
When To Use Additional Access
Use additional access when the formal Manager should stay the same, but another person needs practical oversight.
For example, Alex manages all leave requests for the Town Planning team and should remain listed as the Manager for each person. Jordan leads a smaller project delivery group within that team and needs visibility over the Projects Dashboards and reporting for four staff.
In this scenario, Alex can remain the Manager for all Town Planning staff. Jordan can be given extra project and reporting access for the four people he oversees day to day.
Jordan can also use Scheduling to coordinate bookings for those four people.
If someone else also needs to help action leave requests, they can be added under Other leave approvers.
This keeps the HR reporting relationship clear while allowing day-to-day operational oversight.
Types of Additional Access
There are two types of additional access.
Other Leave Approvers
Other leave approvers can action Who's In leave requests for the person.
They do not replace the Manager. The Manager remains part of the leave approval workflow, but the other leave approver can also help manage leave requests.
This is useful when:
- a team coordinator helps process leave
- a senior person covers leave approvals while the Manager is unavailable
- leave administration is handled by someone other than the day-to-day supervisor
Adding more than one leave approver does not mean every person must approve the leave. It means those people are allowed to approve the leave.
Extra Project and Reporting Access
Extra Project and Reporting Access lets another person oversee a specified employee’s project delivery without becoming their Manager. It also gives them the people relationship needed to coordinate that employee’s Scheduling bookings.
This includes manager-style access to areas such as:
- the employee’s Projects Dashboard
- project and financial reporting filters where employee access is used
- Employee Performance reporting
- Scheduling access to plan and coordinate that employee’s bookings, where the person is authorised to use the selected project work.
Use this access when a team lead coordinates a smaller working group within a department, while the department head remains each person’s formal Manager.
For example, a surveying department may have one department head as Manager, with smaller teams led by team leads who coordinate their own jobs day to day. Give each team lead Extra Project and Reporting Access to the relevant team members so they can plan work in Scheduling without changing formal reporting relationships or granting broad Manage all access.
This access applies only to the people assigned to that team lead. It does not give access to every person or project in Hiro.
For an explanation of what people can view and change in Scheduling, see Who Can View and Manage Scheduling?
Configure Additional Access
Additional access is configured from the Organisation tab of a user account.
You need permission to add and edit user accounts before you can configure additional access. A Manager must also be selected for the user first, because additional access sits beside the Manager relationship rather than replacing it.
Go to:
Settings > User Accounts > Edit user > Organisation
After a Manager has been selected, choose Add extra leave or reporting access.
You can then add users under either:
- Other leave approvers
- Extra project and reporting access
Extra project and reporting access can also support Scheduling. The person you add can coordinate bookings for that employee where they are authorised to use the selected project work.
Save the user account when finished.
Removing Additional Access
To remove additional access, return to the user’s Organisation tab, remove the selected person from the relevant additional access field, and save the user account.
Removing additional access does not change the person’s Manager.