User Permissions



The admin of the account has total access to both personal and financial information within the system. 

In addition, they are the only user who has access to the following:

Please note - Finance user permissions are an integral part of the admin user access. However, HR permissions are separate. You will not be able to transfer admin rights to another user unless this person already has HR user permissions. 


ON the smaller plans, HR users have full access to all employee information including salary information. They can access everything the admin can, except cancel plan, purge employee data, API Key, change holiday year. 

On higher plans, HR and Finance permissions are separated and each user will have distinct roles and responsibilities within the system. When this distinction is drawn, certain actions that could previously be done by the HR user on the smaller plans will require both HR and Finance access - what we call 'super-user' access. Examples of such actions are the ability to assign Line Managers; change email addresses; change passwords. 

Please note that only the Admin or another super user can assign Finance user permissions for other users.

Finance User 

A finance user is used alongside the HR user to give or take away finance access to an HR user. If access is taken away from an HR user, they will not be able to see any financial information for any employee.

Another way to use this role is to give someone finance access but remove their HR access so they can see finance information for employees but cannot see any other employee information. I.e. performance and training records. Click here to learn more about the finance user role. 

Line Manager 

Line manager permissions are set universally under line managers permissions, they only have access to the employees that report to them and only to the information you have chosen for them to have access to. 

You have the ability to set line managers so they see their direct and indirect reports. So they can view the next level down if necessary.

Holiday Approver 

A holiday approver only has access to their own profile and the leave information of the employees that they are the holiday approver for.



Employees only have access to their own information. 


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  • Avatar
    Alan Phillips

    We have an external HR Advisor who needs access to interrogate the data and pull reports only and not enter or change the data.
    How could we grant him access?

  • Avatar
    breatheHR Support

    The HR Advisor will require a personnel login as though they were an employee.
    You would then need to grant them permissions based on the above guidance on access.
    You should be aware that any special permission (HR/Finance) that gives access to all employee data/reports will also give edit rights to that user.
    On smaller plans (micro/starter), HR user access will give access to all data - personal and financial. On larger plans, HR user access will be limited to personal. Finance user access will also need to be granted to allow access to financial aspects.
    Hope this helps?

  • Avatar
    Paul Smith

    How do you disabled access for a user?

  • Avatar
    Herghelegiu Denisia - Maria

    I have the same question. How do you disable access for an user? Is it enough to make him an ex-employee?


  • Avatar
    to Jurassic Park LTD

    Absolutely, as soon as they are marked as an ex employee they will lose all access to the system. All the best,


  • Avatar
    Herghelegiu Denisia - Maria

    Thank you!

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