Module access and role on an employee profile
The Access tab on an employee's profile decides which KAMI modules and apps that person can use, and which role they have. Use it to give someone Payroll or Attendance, take a module away, switch on an app such as Tasks or Performance, or change someone from Employee to Manager or HR.
Where: the employee's profile › Access
You need:
- The Access right at edit level to change anything on this tab
- The All Role Access right to give any role other than Employee or Manager
Without edit access the tab is read-only, with a note to contact your system administrator.
Which setting, when
| You want to | Change |
|---|---|
| Let someone use a module at all, such as Payroll or Attendance | The module's Status on this tab |
| Change what they can do inside the modules | Their Role on this tab |
| Change what a role can do, for everyone with it | My Team › Settings › User Rights. See User rights and access control |
| Change whose records they can see | Their profile › Team Org › Access Rights |
| Stop someone logging in at all | Deactivate or offboard them. See Offboarding an employee |
A person needs both: the module Active on this tab, and a role whose rights include that module's pages.
How to turn a module on or off for someone
- Open the employee's profile and select Access.
- Find the module in the Module column.
- Select its Status badge. Active becomes Inactive, or the other way round.
It saves straight away. A module shown as Disabled under System availability is not switched on for your company, so it cannot be given to anyone. Turn it on in Settings first. See Module activation and two-factor authentication.
How to give someone access to an app
Apps your company has installed, such as Tasks, Performance or Recruitment, are listed below the modules.
- On the Access tab, find the app.
- Select its Status badge to switch it between Active and Inactive.
How to change someone's role
- On the Access tab, open the Role drop-down in the first row.
- Choose the new role.
- If the person is moving from a manager role to one that cannot manage others, KAMI asks you to confirm. Select OK to go ahead.
It saves straight away.
What Happens Next
- The person's rights change at once. They may need to refresh the page to see new menus.
- Billing follows module access. Each module is billed on the people who have it Active, averaged over the month. KAMI AI is billed on everyone who had it switched on at any point in the month, so switching it off mid-month does not reduce that month.
- Losing a manager role removes their responsibilities. If the new role cannot manage others, they are removed as manager from everyone they managed. If it loses access to a request type, they are removed as approver for it. This is permanent: re-adding the role does not put them back.
- Every change is logged in the profile audit log, under Access.
The table
| Column | What it shows |
|---|---|
| Module | Each KAMI module: My Team, Attendance, Expenses, Payroll, Benefits, Invoices, Chat, LMS and KAMI AI, followed by your installed apps |
| System availability | Available if your company has the module, Disabled if it does not |
| Status | Active if this person can use it, Inactive if not. Select it to switch |
| Role | The person's one role, used across every module. Shown in the first row |
Without All Role Access, the list offers only Employee and Manager, plus the person's current role. If someone already has a role you are not allowed to give, such as Admin, you cannot change their role: a new choice is not saved, and the old role shows again when you refresh.
Tips
- Give modules by job, not by request. An employee who only files leave needs Attendance, not Payroll.
- Check billing before switching on a module for a whole team. Each Active person counts.
- Reassign team members before demoting a manager. Their manager and approver links are cleared when you save, and their team is left without one.
- Change roles here only for exceptions. If a whole department should have a role, set it in Profile Automations, or it may be overwritten when they move.
Troubleshooting / FAQ
Q: Someone can't see Payroll even though their role has payroll rights. Check the Status of Payroll on their Access tab. It must be Active.
Q: I can't select a module's status. It says Disabled under System availability, or you do not have edit access to the Access right.
Q: The role I want isn't in the list. You need the All Role Access right to give roles other than Employee and Manager.
Q: A manager's team suddenly has no manager. Their role was changed to one that cannot manage others. Set a new manager on each employee's Team Org tab.