How do I create a custom role in Simployer One?

Custom roles let you give selected employees a specific combination of permissions in Simployer One.

A custom role defines:

• Who receives the access
• Which features and employee data they can access
• Which employees the access applies to

Everyone assigned to the same custom role shares that role's configuration.

Custom roles can extend or restrict the access provided through standard permissions to support specific responsibilities in your organization.

How do I start creating a custom role?

1. Go to Settings > Permissions.
2. Open the Custom roles tab.
3. Select Create New Custom Role.

You then configure the role in several steps.

How do I enter the basic details for a custom role?

Enter:

• Role name: Required, with a maximum of 100 characters
• Description: Optional, with a maximum of 500 characters

Use a name and description that clearly explain the purpose of the role.

The role preview shows the role name, description, permissions, scope, and assigned users while you configure the role.

Select Continue when you are ready to configure permissions.

Which company-wide permissions can I add to a custom role?

The company-level permissions are:

• Manage handbooks
• Manage candidates
• Move candidates to new hires
• Manage onboarding
• Manage job titles
• Manage review templates
• Manage competence library
• Manage teams

These permissions apply across the company.

Important: Company-level permissions cannot currently be limited to a department, team, or other subset of employees. For example, giving a custom role permission to manage Handbooks allows the role holder to manage Handbooks across the organization. The Arcade walkthrough explicitly distinguishes these permissions from the scoped permissions configured later in the setup.

How do I define which employees a custom role can access?

Some custom-role permissions require a scope. The scope defines which employees the role holder can access or manage.

1. In the scoped-permissions step, select Add scope.
2. Choose either:
   • Everyone at the company
   • Select people
3. If you choose Select people, define the employee group using the available criteria.
4. Exclude specific employees if needed.
5. Review the number of employees included in the scope.

You can select people by:

• Individuals
• Teams
• Offices
• Employment types
• Departments
• Organizations

The Arcade walkthrough describes this stage as defining "the group of employees that this role should be able to access and manage."

Which custom-role permissions require a scope?

The following permissions can be limited to the employees within the role's scope:

• Manage profile documents
• Manage signing processes
• Payroll Reports
• Reports
• Off-boarding
• Workflows
• Analytics
• Reset password

A user with one of these permissions can perform the relevant action only for employees included in the effective scope.

For example, Analytics allows the role holder to access Analytics and create charts using employees included in the role's scope.

How do I control access to employee profile data?

Custom roles can also give access to specific employee-profile sections and fields.

Available profile-data areas include:

• Employee work and tax data
• User personal information, emergency contacts, and banking details
• Social security number / national ID
• Bank account
• Child information
• Compensation
• Employment details
• Competence data
• Notes
• Custom fields

For each available section, select the access level required, such as View or Edit.

The updated walkthrough confirms that profile-card access is selected section by section during creation of the custom role.

Important: Profile-data permissions can expose sensitive employee information. Give access only to the employees and profile sections required for the person's responsibilities.

How do I assign employees to a custom role?

After configuring the permissions and scope:

1. Continue to the user-assignment step.
2. Search for the employee you want to add.
3. Select Assign.
4. Repeat for any additional employees.
5. Review the role preview.
6. Select Save to create the custom role.

The employee list shows each person's current default role. You can use search and pagination to find employees.

Everyone assigned to the custom role receives the same custom-role configuration.

Select Cancel if you want to discard the unfinished role instead.

What is the difference between company-wide and scoped custom-role permissions?

Company-wide permissions apply to the complete organization and cannot be restricted to selected employees.

Scoped permissions and profile-data permissions apply only to employees included in the role's configured scope.

For example:

• Manage handbooks is company-wide
• Manage signing processes can be limited to a defined employee scope
• Compensation profile-data access can be limited to a defined employee scope

This distinction is important when designing custom roles because not every permission can be restricted in the same way.

What should I consider when assigning permissions in Simployer One?

Use the minimum access needed for each person's responsibilities.

A practical approach is to:

1. Use standard roles when the built-in access matches the person's responsibilities.
2. Configure Manager defaults for access most Managers need.
3. Use individual Manager or Administrator settings for exceptions.
4. Use custom roles when someone needs a specific combination of permissions or employee scope.
5. Limit access to compensation and sensitive profile data to the smallest appropriate scope.
6. Review role membership and custom-role assignments regularly.