Grant Access & Access Control for Employee Information in SchoolFront Records

Applicable Roles

• HR Admin
• HR Team
• Payroll Benefits Coordinator
• Business Office
• Attendance Coordinator

Contents

Access Granted & Access Control

Grant Access via Mass Edit

Grant 1 Employee Access to Multiple Employees

Grant Multiple Employees Access to 1 Employee

Access Granted & Access Control

Access Granted - This tab is used to give an employee access to other employee's records in SchoolFront

Access Control - This tab is used to give access to this person's employee record to other employees (like a supervisor for example)

1. Navigate to Active Employees and select the employee by clicking the magnifying glass
2. In the lower half of the screen, click the "Access Granted" (give an employee access to other employee's records) or "Access Control" tab (give other employees access to an employee's records)

This displays a list of employees that the employee you selected has access to:

This displays a list of the employees that have access to the records of the employee you selected: 

Access Granted: Mass Edit

Grant Access for One Employee to View Multiple Employees

In the following example, we will assign "Peter Parker" a user with a PPO role, the ability to view 6 of his employees' SchoolFront information through the Mass Edit action, in Active Employees: 

1. Navigate to Active Employees

2. Select the employee(s)* Peter Parker should have access to, by clicking the checkboxes to the left of the magnifying glass: 

   

   *Note: This process can also be followed for a single employee as well as multiple employees 

3. From the "Select Action" drop-down, select Mass Edit:

   

4. The "Mass Edit Employees" pop up will display

   1. Confirm the number of employees you will be granting "Peter Parker" access to

      

5. In the Employee Access section:
   1. Check the box for "Grant Access to Selected Employees"
   2. From the drop-down, locate "Peter Parker"
   3. Check the box for "View Employee"
      1. Depending on the need and access you are granting Peter Parker to view about his employees, you would also check the available boxes regarding: Submit Forms, View Attendance and View Attendance Balances
6. Click Update
7. To verify, in Active Employees, locate the employee you granted the access to (Peter Parker) and click the magnifying glass
8. In the lower half of your screen, click the "Access Granted" tab
9. This displays the employees he can view from steps 1-6 above

   1. Note that in the grid below, there are checkmarks listed under "View Employee" had other options been selected in step 3, those corresponding columns would also display a check:

      

Granting Access to Multiple Employees to View a Single Employee

1. Follow steps 1 - 5 above
2. In step 3, you are selecting all the employees you will be granting access to view the selected employee's records you will select in Step 5:
   1. So, in this example the employees selected in Step 3 will now have access to Peter Parker's Attendance, Evaluations, can submit forms to Peter Parker, and can view Peter's basic demographic information. 

3. In the Employee Access section: 

   

   1. Check the box for "Grant Selected Employees Access to"
   2. From the drop-down, locate "Peter Parker"
   3. Select checkbox options
      1. Depending on the need and access you are granting the employees about the employee selected in step 3, will determine which boxes you are selecting 
   4. Click Update