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Roles & Permissions

Roles in CloudHR allow you to control what users can access and manage within the system.
Each role defines a set of permissions that determine page visibility and actions available to users.

Accessing Roles​

  1. Log in to CloudHR.
  2. From the left sidebar, click Roles.

You will land on the Roles Listing Page.

Roles Listing Page​

On this page, you will see a table with:

  • Role Name
  • Created At
  • Has Manager Privileges
  • Actions ( Edit | Delete )
Roles Listing Page

Has Manager Privileges​

The Has Manager Privileges column indicates whether users assigned to that role can be selected as a Reporting Manager in an employee’s Job Details.

Roles with Manager Privileges:

  • Appear in the Reporting Manager dropdown
  • Can be assigned as managers to other employees

By default, the following roles have Manager Privileges enabled and cannot be modified:

  • Admin
  • HR
  • Manager

For all other roles, this setting can be enabled or disabled during role editing.

Creating or Editing a Role​

To create a new role, click the Add Role button on the Roles Listing page.

To update an existing role, click the icon in the Actions column corresponding to that role.

Edit role icon

You will be redirected to the Edit Role Page.

Edit role icon

On this page, you will see:

  • Role Name
  • Has Manager Privileges toggle
  • Role Access dropdown
  • Permissions Tree

Role Name​

  • Must be unique
  • Cannot duplicate an existing role name

Role Access​

You will see a dropdown labeled Role Access with two options:

Edit role icon

1️⃣ All Access​

  • Grants all available permissions
  • User will have full system access
  • Disables all permission checkbox toggles.

2️⃣ Custom Menu Access​

  • Allows manual selection of permissions
  • Displays the permissions tree
  • Recommended for controlled access

Understanding the Permissions Tree​

Permissions are structured hierarchically to reflect the structure of the web application.

This means:

  • Top-level menus represent major modules (e.g., Organization).
  • Each module contains sections (e.g., Manage Organization, Manage Documents, Manage Assets).
  • Each section contains nested permissions (e.g., Departments, Locations, Legal Entities, etc.).
Edit role icon

In the example above:

  • Organization is the parent menu.
  • Inside it, we have:
    • Manage Organization
    • Manage Documents
    • Manage Assets
  • Each of these contains further nested permissions.

Because of this structure, permissions can be deeply nested.

Important Rule​

If you want to assign a child permission, you must also enable its parent permission.

Without the parent permission:

  • The child permission will not function.
  • The related page or feature will not be accessible.

Example: Giving Access to Departments Only​

Let’s assume you want to give a role full access to Departments (View, Create, Edit, Delete), but only within the Organization module.

To access Departments in the application, the navigation path is:

Organization → Manage Organization → Departments

Edit role icon

Follow these steps:

Step 1: Enable Organization​

Check the Organization permission.

This expands all nested permissions under it.

Note: When a parent permission is selected, all child permissions are selected by default.

Step 2: Select Manage Organization​

Under Organization, enable Manage Organization.

Since we only want Departments access, you should uncheck other sections like:

  • Manage Documents
  • Manage Assets

This ensures the user only gets access to what is required.

Step 3: Select Departments​

Under Manage Organization, locate and enable:

  • Departments

This will automatically allow the user to:

  • View Departments
  • Create Departments
  • Edit Departments
  • Delete Departments

(Assuming all other required role details are completed.)

Why Parent Permissions Matter​

Even if “Departments” is selected:

  • If Manage Organization is not selected, Departments will not work.
  • If Organization is not selected, the entire module will not be accessible.

Always ensure the full hierarchy is respected:

Organization
→ Manage Organization
→ Departments

This structured permission system ensures:

  • Clean access control
  • Logical menu visibility
  • Secure feature restriction
  • Dynamic UI rendering based on role permissions

How Permissions Work​

If parent-child rules are followed correctly:

  • Menu items are shown dynamically
  • Pages become accessible based on permissions
  • Buttons and actions appear only if allowed
  • Entire UI adjusts dynamically based on role

This ensures:

  • Clean access control
  • Secure feature exposure
  • No unnecessary UI clutter

Deleting a Role​

  • Roles can be deleted from the listing page.
  • You should not delete system roles (Admin, HR, Manager, Employee).
Edit role icon

Best Practices​

  • Keep role structure simple and purpose-based.
  • Avoid creating too many overlapping roles.
  • Always test permissions using a test user before assigning broadly.
  • Grant the minimum required permissions (Principle of Least Privilege).