Administrators can access an employee’s personal details by selecting Personal Profile from the Actions menu after selecting the employee from the People Management dashboard. Managers can review their staff’s personal details by selecting View Profile for them in the My Team widget. You can restrict access, either fully or partially, by disabling the menu options listed below. Further guidance is available if you are unsure how to enable or disable menu options on a profile.
Tip: Ensure that you disable the menu options in all menu profiles assigned to the user.
Personnel profile
This option provides a high-level access to an employee's personal details allowing the following categories to be viewed. To disable this, remove the following menu option.
Note: Activating or deactivating the following option applies the corresponding update to a number of child menu items.
Menu Option | System | Reference | Purpose |
PERSONAL INFORMATION | People Management | 2028241 | Enables administrator access to an employee's Personnel Profile in Employee Search. |
Contact information
To restrict access to contact information, which includes personal email, personal mobile and home address, disable the following menu options.
Menu Option | System | Reference | Purpose |
CONTACT INFORMATION VIEW | People Management | 1496689 | Allows an administrator to view contact information. |
CorePortal - HR Admin - Contact Information View | CorePortal | 1496689 | Allows an administrator to view contact information. |
CONTACT INFORMATION UPDATE | People Management | 225094 | Allows an administrator to update contact information. |
CorePortal - HR Admin - Contact Information Update | CorePortal | 225094 | Allows an administrator to update contact information. |
CorePortal - Manager Contacts View | CorePortal | 162607 | Allows a manager to view contact information for their staff. |
CorePortal - Manager Contacts Update | CorePortal | 341242 | Allows a manager to update contact information for their staff. |
Next of kin
To remove access to next of kin details, disable the following menu options.
Menu Option | System | Reference | Purpose |
Next of Kin View | People Management | 1179492 | Allows an administrator to view next of kin information. |
CorePortal - Hr Admin - Next of Kin View | CorePortal | 1179492 | Allows an administrator to view next of kin information. |
Next of Kin Update | People Management | 761775 | Allows an administrator to update next of kin information. |
CorePortal - Hr Admin - Next of Kin Update | CorePortal | 761775 | Allows an administrator to update next of kin information. |
CorePortal - Manager Next of Kin View | CorePortal | 804628 | Allows a manager to view next of kin details for their staff. |
CorePortal - Manager Next of Kin Update | CorePortal | 292399 | Allows a manager to update next of kin details for their staff. |
Dependants
To prevent access to an employee's dependant information, disable the following menu options.
Menu Option | System | Reference | Purpose |
DEPENDANTS VIEW | CorePortal | 459486 | Allows an administrator to view dependant information. |
CorePortal - Hr Admin - Dependants View | People Management | 459486 | Allows an administrator to view dependant information. |
DEPENDANTS UPDATE | CorePortal | 1630876 | Allows an administrator to update dependant information. |
CorePortal - Hr Admin - Dependants Update | People Management | 1630876 | Allows an administrator to update dependant information. |
CorePortal - Manager Dependents View | CorePortal | 378281 | Allows a manager to view dependant details for their staff. |
CorePortal - Manager Dependents Update | CorePortal | 702004 | Allows a manager to update dependant details for their staff. |
Documents
To remove access to an employee's documents, disable the following menu options.
Menu Option | System | Reference | Purpose |
CorePortal - Administrator Document View | CorePortal | 1731392 | Allows an administrator to view an employee's documents. |
CorePortal - Administrator Document Upload | CorePortal | 8542145 | Allows an administrator to update an employee's documents. |
CorePortal - Manager Document View | CorePortal | 260353 | Allows a manager to view their staff's documents. |
CorePortal - Manager Document Upload | CorePortal | 921847048 | Allows a manager to update their staff's documents. |