Amending HR Portal Roles

Amending Portal Roles


To amend portal roles of a Portal user, find their HR Record using the search in the windows application tool ribbon. This can be found at the top of the window.

Select the record by clicking on the appropriate search result.

Here we have selected Georgia Jacobs.

Now that we have selected the HR Record/Portal user, navigate to the following location in the windows application: HR Record > Other > Office Directory. You should see the following window popup:

We can amend the portal role of the user here. The two important settings have been highlighted above.

Self Service Role

This is a list of roles the portal user has and dictates the functionality the user has access to. As shown above, multiple roles can be achieved by separating each role by a single comma. The effect these roles have on the user’s access is dictated by the Role Settings.

Role Settings

There are two options in this drop down, Combine, and Replace.


This will allow you to add additional roles (i.e. those specified in the `Self Service Role` field) on top of the user’s current roles. By current roles we are talking about Self Service (SS) and Authorised User (AU).

Despite this not appearing in the Self Service Role field, by default, everyone is given a role of SS (i.e. allowing them to amend their personal details). Line managers usually have a role of AU (i.e. for authorising annual leave requests made by their team).


This will replace the SS and AU roles with whatever is specified in the Self Service Role field. If used, a user will no longer have a Self Service or line manager view of the portal (as role SS and AU have been removed),  and the only functionality that is accessible are those viewable by the roles that have been specified in the Self Service Role field.

You can return a user back to a role of SS and/or AU by changing the Role Settings back to Combine.