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Give someone limited access to People

Give a person access to relevant personnel and only the work information they need for a specific responsibility.

The guided flow follows your saved Markular language. Ready-made roles, fields, access areas, scope choices and statuses are translated; names maintained by your organisation are not.

Before you start​

  • You need the Manage profile access permission.
  • At least one information profile must be available. See Create and update information profiles.
  • Decide who receives access, which personnel they need, which information they need and whether access should end automatically.
  • You can give limited People access only when focused People access is enabled for your organisation.

Grant access​

  1. Open Workspace, then Administration, then Access Center, then People with access. Select Grant access. If you manage access in both People and Planner, choose People access.
  2. In Choose person, confirm the employing country and enter at least two characters of the person's name, email or employee ID. Your current employing country is selected by default. Choose the person and then select Continue to access.
  3. In Configure access, choose an access role. Each role shows a short purpose and summary; open View included information only when you need the field-level detail.
  4. Choose how the personnel scope is maintained:
    • Organization scope is recommended for an ongoing responsibility. Choose a country and, if needed, a department. Markular includes the active people who currently match and keeps the scope updated when people join, leave or move.
    • Only this person is intended for self-service.
    • Specific people is a fixed exception list. Confirm the country, optionally narrow by department, then search and select the personnel. Choose All countries deliberately for a cross-country exception. Select n shown selects only the currently loaded result.
  5. Access starts immediately with no end date. Select Set a validity period only when access should start later or end automatically.
  6. Select Continue to review, check the recipient, role, personnel and period, then select Confirm and grant access.

You can also start from context:

  • Open Roles, open a role under People access roles and select Assign role. The role is already selected when the guided flow opens.
  • Open someone under People with access and select Grant more access. The recipient is already selected.

For a fixed list, your selection stays in place when you change a search or filter. If more than 500 people match, narrow the filters before using Select n shown.

How an organization scope stays current​

An organization scope stores the conditions, not a copied list of names. The review step shows the people who match now. The same conditions are checked whenever People, Insights, documents or Planner data is requested.

  • A new active employee in the selected country and department is included automatically.
  • A person who moves out of the conditions or becomes inactive is no longer included.
  • A country-only scope covers every active person in that country.
  • A country-and-department scope requires both conditions to match.

Use separate assignments when the recipient needs different roles or information in different parts of the organization. Subdepartments are not included implicitly; select the exact department supported by the current organization data.

📷 Screenshot needed: The three-step Guided access setup on the review step, with the recipient, access role, selected people, period and any warning visible.

Check current access​

The People with access section groups every grant by recipient and shows its status:

  • Active: the recipient can use the grant now.
  • Scheduled: access starts at the selected time.
  • Expired: the end time has passed.
  • Revoked: an administrator ended the grant.

Open a person to check their fields, scope rule, current matching personnel, period and creator. Automatically maintained identifies an organization scope and shows its country and department conditions. Why this person has access separates a direct assignment from any broad People role. Removing one source does not remove access supplied by another.

Open People access roles, then open a role to see its included information and every current recipient, including their working country, department, status and number of people in scope.

Revoke access​

  1. Open the person under People with access, then select the grant.
  2. Select Revoke access.
  3. Read the effect shown in the confirmation.
  4. Select Confirm revoke.

Revocation takes effect immediately and is recorded in the audit log. The recipient can still see information supplied by another active grant or a broad People role.

What the recipient gets​

The recipient sees Directory, limited to the people currently covered by the assignment. They can search those people and open a read-only work profile containing only the approved fields.

If the People access role includes People insights, the recipient also sees Insights > Workforce overview for the same scope and approved fields. Export People insights is a separate permission that must be included explicitly. It does not allow editing or by itself open the other broad People reports.

If the role includes Personnel documents, the recipient can also use Insights > Document overview for people in the same scope. Search, filters, previews and downloads use the same enforced boundary. Profile context such as country or department appears only when the corresponding field is included in the role.

Multiple active grants are combined. If two grants apply to the same person, the recipient sees the fields supplied by both information profiles.