Configuring field-level permissions

Choose which roles can see each field on an employee record, and which fields people can see and change on their own record. You need the System Admin or Total Rewards Admin role.

Open the permissions

Go to Settings → Access → Roles & permissions → Field access. The table has a row for each field, a column for each of the seven roles, and then Self-view and Self-edit.

• A ticked role column means members with that role see the field on everyone’s record.
• Self-view lets a member see the field on their own record, even if their role doesn’t see it on anyone else’s.
• Self-edit lets a member change the field on their own record.

Change who sees a field

1. Tick or clear the boxes you want to change.
2. Select Save. The page confirms with Visibility settings saved.

While your changes are unsaved, Unsaved changes shows beside Save and Cancel. Cancel puts back what was saved, before you save.

If you leave the page with unsaved changes, the page asks Discard unsaved changes? first. Select Keep editing to stay with your changes, or Discard changes to leave without them. Closing the tab asks too.

Self-edit can be ticked only once the field is one a member can see about themselves: tick Self-view first, or give every role the field. Ticking Self-view doesn’t tick Self-edit for you, so seeing a field and changing it stay separate choices.

The System Admin column is always ticked: a System Admin sees every field.

What each field starts as

Field	Seen by	Self-view	Self-edit
Work email	Every role	Yes	No
Title	Every role	Yes	No
Phone	Every role	Yes	Yes
Location	Every role	Yes	Yes
Photo	Every role	Yes	Yes
Start date	Every role	Yes	No
Birthday	System Admin, Total Rewards Admin	Yes	Yes
Pronouns	Every role	Yes	Yes
Base Cents (current annual base pay)	System Admin, Total Rewards Admin	No	No
Performance Rating	System Admin, Total Rewards Admin	No	No

Pay and performance ratings start closed, so that a new workspace never shows anyone’s pay by default. Open them up only for the roles that need them. Performance Rating governs the latest rating on an employee’s record — see Performance reviews for how that rating is chosen.

What someone who can’t see a field sees

Nothing at all. A hidden field is left out of the employee record, the people directory, search results and the people CSV export, rather than shown blank.

A person’s name, manager, department and employment status are always visible, so the org chart can be drawn.

Worksheets follow their own rule

This table governs the people directory and employee records. On a compensation worksheet, base pay and performance rating always appear to the manager who owns the worksheet and to whoever it is with for approval, because planning and approving an increase needs them.

Changes are recorded

Every change to these settings is recorded on the audit trail. On its Org changes tab, filter to Visibility settings to see them. See Reviewing the audit trail.