User roles

The HR role has the broadest permissions in the Integrata® Service Platform. It is assigned to designated users by Integrata during the implementation phase. This role can be company-specific, meaning the user only has access to communications related to their own company.

In addition to its unique permissions, the HR role also includes employee-level access rights.

• Role can be updated by Admin-user

The HR role is often set as the default recipient for payroll-related discussions. Message visibility can be configured on a company-specific basis so that users see only messages related to their own company.

• HR role functions as a handler role with extended message setting options.
• Users can customize their notification settings and choose to opt out of role based notifications

The HR role can publish and edit announcements. It also has access to modify announcements created by other users with the same role.

The HR role can be granted special permission to view and approve sick leave and attachments on behalf of managers. With this setting enabled, all users with the HR role can see sick leave records across all companies.

It is also possible to restrict HR users from viewing medical certificates.

The HR role is responsible for opening the holiday bonus exchange period and monitoring exchange requests.

HR can also be set as the approver for exchange requests.

The Finance role is assigned to designated users by Integrata during the implementaion phase and is primarily used within the Messaging function. Role can be updated by Admin-user.

This role is typically given to accountants or other individuals responsible for the company’s financial matters, such as travel and expense management.

In Messaging, the Finance role functions as a handler role with extended message settings. Users can customize their notification preferences based on their role.

• Company-based visibility can be applied.

The Reviewer role is assigned to designated users by Integrata and is used in the Payment processing function. Role can be updated by Admin-user.

A Reviewer typically acts as a lead reviewer for payroll. This role involves conducting personnel-level payment checks, such as payroll verification. Permissions include:

• Company-specific listing of payment patches based on company level access
• Can open payment details and related payslips
• Can mark a payment as reviewed or reject it
• Can generate a company-specific payment summary report (PDF)
• Can decide whether to send a notification to the approver

Payment review can be performed on both mobile and browser platforms.

Reviewer is not a messages handler role, but Messages -function can be accessed if there are message categories available for selection.

The Approver role is assigned to designated users by Integrata and is used in the Payment processing function. Role can be updated by Admin-user.

Approver role can be used instead of Reviewers, or Approvers can have a limited access to personnel data. An un-reviewed payment patch can also be hidden from approvers. Approver Permissions:

• Company-specific list of payments based on assigned permissions
• Can open payment details and related payroll calculations
• Can mark a payment as approved or reject it
• Can generate a company-specific payment summary report (PDF)
• Approvals can be made via mobile or browser

Approver is not a messages handler role, but Messages -function can be accessed if there are message categories available for selection.

The Technical role is assigned to designated users by Integrata and is primarily used in the Messaging function. Role can be updated by Admin-user.

This role is typically given to IT personnel responsible for tasks such as system integrations.

In Messaging, the Technical role functions as a handler role with extended message settings. Users can customize their notification preferences based on their role.

• Company-based visibility can be applied

The System role is assigned to designated users by Integrata and is primarily used in the Messaging function. Role can be updated by Admin-user.

This role is typically given to personnel responsible for tasks related to a specific system.

In Messaging, the System role functions as a handler role with extended message settings. Users can customize their notification preferences based on their role.

• Company-based visibility can be applied

The Contact role is assigned to designated users by Integrata and is primarily used in the Messaging function. Role can be updated by Admin-user.

This role has the most variant in it’s purpose but it is typically given to personnel responsible for tasks related to a specific parts of HR.

In Messaging, the Contact role functions as a handler role with extended message settings. Users can customize their notification preferences based on their role.

• Company-based visibility can be applied

The Manager role and team members are assigned through the personnel data interface. To receive this role, a manager must be marked as manager for one or more employees in the imported data.

If the company has extended the Messaging function beyond contacts and customer service to the broader staff, managers can also send messages.

Manager permissions:

• Can be set as the default recipient for messages from their team members
• Can open a shared team message for their team
• With an extra setting visibility modifying can be opened

Unlike handler roles such as HR or Finance, the Manager role is not a shared user role. This means managers do not have access to discussions visible to others in the same role unless explicitly included.

If the manager approval has been enabled, manager can:

• Can approve sick leave requests and supporting documents submitted by employees
• Can submit a sick leave request or upload a document on behalf of an employee
• Can modify any pending sick leave events

If a holiday bonus exchange is defined with a manager approval flow approver can process request forms arriving from team members.

Manager can read announcements targeted for managers.

Can assign a substitute for themselves in the approval process for sick leaves, documents, and holiday bonus exchanges.

Substitute can also send messages, but will not receive visibility for original managers messages. Substitute cannot receive messages from team.

All users also have employee-level access. If the Integrata® Service Platform is extended to employee use, users are imported from the HR system via the personnel data interface.

Access to the platform is based on an active employment relationship. Once employment ends, login access is no longer available.

• The primary tool for employees is the mobile app, but browser access is also available.

If the Messaging function has been extended beyond contacts and customer service, employees can also send messages. Otherwise, Messaging will not be visible in the platform.

• Employees can use specific message categories, from which questions can be directed to either payroll contact persons, HR or managers.
• Payroll related questions are directed to users who have the appropriately granted access to process payroll details.
• Employee cannot change message visibilities, status, additional settings or receivers

Employee permission:

• Can log sick leave through the application
• Can submit a medical certificate or other attachments
• Can modify event that is still in Pending-status (in web only)

Employee can request a holiday bonus exchange when the exchange period is open

Employee can review and edit their own personal information

Employee can read targeted announcements.

The Administrator role is assigned to designated users by Integrata. Admin cannot modify own user information.

The Admin user has access to their Personnel view, through which they can review the users in their company and their respective user roles.

• Admin can add or inactivate users as needed.

If the company has manager approvals enabled, the Administrator can set a substitute manager during the absence of a manager in this view.

Admin is not a messages handler role, but Messages -function can be accessed if there are message categories available for selection.

Access to analytics, specifically HR reports, is granted on a per-user basis. A user is assigned an access level and the relevant reporting areas are designated as agreed. Access can only be set by Integrata.

Other users with applicable roles (such as payment processors or message handlers) are, by default, granted access to at least the demo version of Analytics. The demo version contains fabricated demo data.

The Analytics view will display company data according to the defined reporting package for the user. The data and visible graphics can be filtered with the necessary additional options, and the information can also be exported from the application into reports.