Using Permissions to Grant and Revoke Access to Employee Personal Information

How to setup Standard and Custom Roles, as well as User Level Permissions to show or hide employees' Personal Information

What is Personal Information and Where Do I View It?

Personal Information includes Legal & Preferred Name, Photo, Legal Sex, Gender Identity, Preferred Pronoun, Date of Birth and Social Security Number.

All the Personal Information fields are viewable by the employee on their profile. However, other employees cannot view another employee's personal information other than Name and Profile Photo by default. Gender Identity is always hidden from anyone other than the employee.
Personal Information on EE Profile-1

How to Manage Who Can View Other's Personal Information

Full Access Admins can select "Manage" from the Company Permissions section on the Company page to edit who can view Personal Information based off Standard Roles, Custom Roles and User Level Permissions.

Company Permissions

What Each Permission Role and Level Can View

Standard Roles

Full Access Admins

✔️ Can view and edit ALL other team members' Personal Information on their employee profile

✔️ Can view (not edit) ALL other team members' full Legal Name and Photo on the Directory or Org Chart on the Team page

❌ Cannot view nor edit other employees' Gender Identity


Managers

✔️ Can view (not edit) all their direct reports' full Legal Name and Photo on the employee's profile as well as the Directory or Org Chart on the Team page

✔️ Can view (not edit) all non-direct reports' full Legal Name and Photo on the Directory or Org Chart on the Team page

❌ Cannot view nor edit other employees' other Personal Information such as Legal Sex, Gender Identity, Preferred Pronoun, Date of Birth and Social Security Number


All Team Members

✔️ Can view (not edit) other employees full Legal Name and Photo on the Directory or Org Chart on the Team page

❌ Cannot view nor edit other employees' other Personal Information such as Legal Sex, Gender Identity, Preferred Pronoun, Date of Birth and Social Security Number

Want to disable the option for All Team Members to view the Directory and Org Chart? See this article!

Custom Roles and User Level Permissions

The following steps explain how to edit access to Personal Information for both a Custom Role (set of customized permissions applied to one or more employees) and User Level Permissions (set of customized permissions applied to only one individual employee).

If an employee has a Custom Role or User Level Permission, and is also a
Full Access Admin (Standard Role), they can view ALL employees' Personal Information (minus Gender Identity) on their profile.

Each permission level adds to the others and does not take away from another permission level assigned to the same employee.

  1. From the Company page, select "Manage" on the Company Permissions section
    Company Permissions Button
  2. Select whether to add the Custom Role or User Level Permissions
    Custom Roles and User Level Permissions (2)
  3. While adding, skip past Company Access straight to Team Access and find Personal Info
    Personal Info Settings Main Page with Outline
  4. In the drop-down, you can select "Can View", "Can Edit" or "Custom" to give the Custom Role or User Level Permission access to view or edit any of the following Personal Info, except Gender Identity. Gender Identity is always hidden from anyone other than that employee.
    Personal Info Settings-1

    If you leave the default option, "No Access", employees in this Custom Role or User Level Permission can only view Legal & Preferred Name and Photo.
  5. Save!

What About Team Page Settings?

Settings on the Team page do NOT dictate whether or not an employee can view Personal Information. In order to manage that level of access, the Full Access Admin needs to edit Permissions (see above).

Team Settings with Outline

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