Create and update People access roles
Create reusable People access roles so administrators can share the same approved information and access areas for several responsibilities.
Markular's ready-made role names, field names and access areas follow your saved language. Names and descriptions written by your organisation remain exactly as entered, so internal terminology is never translated unexpectedly. Person, country and department names are organisation data and are also shown as maintained.
How People access roles work
A People access role answers two questions: which profile fields may the recipient see, and which additional People areas may they use? The access grant separately controls which people they can see and when access applies.
Use a clear purpose-based name such as Work contact or Planning essentials. Keep each profile to the smallest set of fields needed for that purpose.
Available fields
| Category | Fields |
|---|---|
| Identity | Name |
| Employment | Employee number, Employment status, Work contract |
| Organisation | Department, Position, Employing country, Business unit |
| Work contact | Work email, Work phone |
| Operational | JDE ID, Travel code when enabled |
| Experience | Flying hours when enabled |
Name is required so every shared profile can identify the person. A field included in the profile but empty for one person appears as Not registered. Fields outside the profile are not returned or displayed.
Some fields depend on a feature setting for the organisation or a working country. The selector marks these fields as Country-specific and shows where they are available. A field marked Not enabled cannot be added to a new role. If a setting is later disabled, People keeps the role definition but immediately omits the field from profiles, Insights and exports in the affected context.
Feature settings only make a field available for assignment. They do not grant anyone access by themselves.
Available access areas
Access areas add a specific capability without opening all of People. Personnel documents gives read-only access to Document overview, previews and downloads for the selected people. Country, department and employment filters remain available only when their corresponding profile fields are also selected.
Courses and competencies, competency documentation, People insights and Insights export remain separate choices. Select only the areas needed for the role's purpose.
Create a People access role
- Open Workspace, then Administration, then Access Center, then Roles.
- Under Module roles, open People access roles.
- Select Create role.
- Enter a name that describes the work purpose.
- Select only the fields and access areas needed for that purpose.
- Select Create People access role.
The role is now available when you give People access.
📷 Screenshot needed: People access roles expanded with a purpose-based role name and its selected fields.
Inspect, copy or update a role
- Open People access roles and select the role.
- Review Information and access areas and Current assignments. The assignment list shows who receives the role, where they work, the status and the size of their people scope.
- Select Duplicate role when an existing role is the right starting point for a new responsibility.
- Select Edit role to change the existing role.
- Add or remove fields and access areas.
- Select Review role changes.
- Check the added and removed permissions and every assignment that will change.
- Activate the new version only when the effect is correct.
The active version applies immediately to every active grant that uses the profile. Scheduled grants use the active version when they start. Removing a field can therefore hide it for several recipients at once.
:::note Before removing a field Confirm that every team using the profile can still complete its responsibility. If two teams need different information, create separate profiles instead of expanding one shared profile. :::