Creating and Managing Security Profiles | Elmo Software Help Center

This article provides instructions for Company Administrators on how to create and manage security profiles within ELMO. Security profiles control user access and permissions across different modules and functionalities. Understanding how to properly configure these profiles ensures that users have appropriate access levels while maintaining system security and data integrity.

Creating a Security Profile

1. Navigate to Administration → General → Security Profiles.

2. Click Add Profile.

3. Select the required details for the profile you wish to create:

Type: This dictates the area of the system and permissions that will be granted to any user this profile is applied to.
Name: The name of the profile that appears in administration menus and reporting.
Description: This can contain details about this security profile.

4. Click Save.

5. Additional tabs will be made available once the profile has been saved. These vary based on the security profile type selected.

⚠️

If you do not click on the Summary tab and click Confirm, any changes to the security profile will not be applied to the selected users. This includes granting permissions to users that have been added.

Adding Users to Security Profiles

1. Navigate to Administration → General → Security Profiles.

2. Search for the profile you wish to add users to and click Edit on the far right.

3. Click on the Users tab and search for users in the provided dropdown field.

4. Once all users are selected, click Save.

5. Navigate through any remaining tabs and select the appropriate filtering, reports or other access that should be applied.

6. Click the Summary tab and select Confirm to apply all changes.

Removing a User from a Security Profile

Navigate to Administration → General → Security Profiles.
Search for the Security profile → Click Edit → Users
Click the Bin Icon next to the user's name to remove them
Click Summary and ensure to click Confirm to submit the changes

How to Delete a Security Profile

1. Navigate to Administration → General → Security Profiles.

2. Locate the Security Profile by using the Search function or looking through the list, and click the Delete button.

Security Profile Permissions Overview

Please review the below sections for an overview of the permissions provided when a security profile is applied to a user's account.

General Security Profiles

User Administrator Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Users	Add Users, Edit Users, Deactivate Users, Import Users, Notify Users, Generate Employee Numbers (if applicable), Grants visibility to Fields that are set as Company Admin	Default
Groups	Add Groups, Edit Groups, Disable Groups	Default

Reports User Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Reports	Run Reports	Reports

📝

Note: The Reports User Page Permissions profile has a Courses tab. If providing access to Learning Reports this tab must be populated with the relevant Course Categories the user can report on or Learning reports will be blank.

Contract Security Profiles

Contract Manager+

Access Granted	Functionality Granted	Default or Optional Access
Contracts	Assign Contracts, Create Contracts, Edit Contracts, Skip Contracts (if applicable), Send Contracts, View Completed & Archived Contracts	Default

📝

Note: Users added to the Contract Manager security profile may receive contract related notifications as many of these are set to send to all Contract Managers by default.

Contract (Read Only)+

Access Granted	Functionality Granted	Default or Optional Access
Contracts	View accepted Contracts on the Personal Details section of a user's profile.	Default

📝

Note: This is usually assigned to a Payroll Officer who already holds the HR Manager Security Profile but not the Company Admin access. The Payroll Officer can then check the contract for personal/payment information.

Learning Security Profiles

Learning Administrator Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Cost Categories	Add Cost Categories, Edit Cost Categories, Update Visibility settings	Default
Courses	Add Courses, Edit Courses, Copy Courses, Delete Courses, Hide/Unhide Courses, View Enrolled Users, Refresh Enrolments, Import Enrolments, Export Course List	Optional
Enrolments	Enable Retrains, Remove Retrains, Edit Enrolments, Mark Enrolments as complete, Refresh Enrolment, Delete Enrolment	Default *If access to any courses is given
Retrain Discrepancies	Fix Retrain, Disable Retrain	Default *If access to any courses is given
Course Builder	Link to Course Builder	Optional
CPD	Add CPD Categories, Create CPD Plans, Copy CPD Plans, Edit CPD Plans, Hide/Unhide CPD Plans, Assign CPD Plans, Delete Existing assignments	Optional
Course Certificate Templates	Create Certificates, Edit Certificates, Disable Certificates, Copy Certificates, View Usage, Update Existing Templates	Optional
External Training	Edit External Training Setup, Add External Course Templates, Edit External Course Templates, Hide/Unhide External Course Templates	Optional
Assignment Rules	Create Rules, Edit Rules, Deactivate Rules	Optional
Reports	Run Reports, Save Reports to My Reports	Optional

📝

Note: The Learning Administrator Page Permissions profile has a Courses tab. If providing access to Learning this tab must be populated with the relevant Course Categories the user should have access to.

Performance Security Profiles

Performance Administrator Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Appraisal Setup	Create Templates, Edit Templates, Copy Templates, Hide/Unhide Templates, Delete Templates, Assign Appraisals, Delete Appraisal Assignments, View Assigned Appraisals, Update Appraisal Managers	Default
Rating Systems	Add Rating Systems, Edit Rating Systems, Delete Rating Systems	Default
Labels	Add Labels, Edit Labels, Delete Labels	Default
Questions	Add Questions, Edit Questions, Delete Questions, Export Questions	Default
360 Questions	Add 360 Questions, Edit 360 Questions, Delete 360 Questions, Export 360 Questions	Default
Checkpoints	Create Checkpoints, Edit Checkpoints, Delete Checkpoints, Export Checkpoints	Default
Goals Library	Add Goals, Edit Goals, Delete Goals, Export Goals	Optional
Competency Library	Add Competencies, Edit Competencies, Delete Competencies, Export Competencies	Optional
Development Objectives Library	Add Development Objectives, Edit Development Objectives, Delete Development Objectives, Export Development Objectives	Optional
Reports	Run Reports, Save Reports to My Reports	Optional

Performance Library Administrator+

Access Granted	Functionality Granted	Default or Optional Access
Goals Library	Add Goals, Edit Goals, Delete Goals, Export Goals	Optional
Competency Library	Add Competencies, Edit Competencies, Delete Competencies, Export Competencies	Optional
Development Objectives Library	Add Development Objectives, Edit Development Objectives, Delete Development Objectives, Export Development Objectives	Optional

📝

Note: When setting up the Performance Library profile if no specific libraries are selected such as Goals then the user will be given access to all three Performance libraries by default.

Onboarding Security Profiles

Onboarding Administrator Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Onboarding Dashboard	Add Widgets Edit Widgets Delete Widgets	Optional
Onboarding Dashboard Rules	Add Rules Copy Rules Edit Rules Delete Rules View Existing Dashboards Edit Existing Dashboards	Optional
Onboarding Users	Add Onboarding Users Import Onboarding Users Edit Onboarding Users Notify Onboarding Users Export Onboarding Users View Onboarding User Profiles Deactivate Onboarding Users Change Onboarding Users Passwords Convert to General Users	Optional
Workflow Types	Add Workflow Types Edit Workflow Types Copy Workflow Types Hide/Unhide Workflow Types Export Workflow Types	Optional
Onboarding Workflows	Create Workflows Copy Workflows Edit Workflow Settings Edit Workflow Graph Hide/Unhide Workflows Assign Workflows View Existing Assignments	Optional
Emails	Create Email Templates Copy Email Templates Edit Email Templates Delete Email Templates	Optional
Task Library	Create Tasks Copy Tasks Edit Tasks Hide/Unhide Tasks	Optional
Employee Match	Match Onboarding & General Users	Optional
Update Profile Task	Create Profile Tasks Edit Profile Tasks Disable Profile Tasks Assign Profile Tasks	Default

Document Administrator Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Assignment Rules	Create Rules Edit Rules Deactivate Rules	Default
Forms	Create Forms Edit Forms Copy Forms Hide/Unhide Forms Assign Forms View Existing Form Assignments Delete Existing Form Assignments Complete a form on behalf of another employee	Default
Form Templates	Create Form Templates Edit Form Templates Copy Form Templates Hide/Unhide Form Templates	Default
Files	Add Files Edit Files Delete Files Assign Files	Default
Document Categories	Add Categories Edit Categories Copy Categories Hide/Unhide Categories	Default

Recruitment Security Profiles

Recruitment Administrator Page Permissions+

Access Granted	Functionality Granted	Default or Optional Access
Contract Library	Create Contracts Edit Contracts Copy Contracts Hide Contracts	Default
Contract Placeholder Library	Add Contract Placeholders Edit Contract Placeholders Hide Contract Placeholders Delete Contract Placeholders	Default
Task Library	Create Tasks Copy Tasks Edit Tasks Hide/Unhide Tasks	Default
Candidates	View Candidates Add Candidates Edit Candidates Add Candidates to Talent Pools Add Candidates to Requisitions Add Candidates to Blacklist (if enabled) Inactivate Candidates Import Candidates Export Candidates	Default
Candidate Configuration	Configure General Candidate Settings Configure Candidate Profile Settings Configure Talent Search Configure Candidate Contact Detail Settings Configure Flags	Default
Requisition Workflows	Create Requisition Workflows Edit Requisition Workflows Copy Requisition Workflows Delete Requisition Workflows Set Default Requisition Workflow	Default
Recruitment Workflows	Create Recruitment Workflows Edit Recruitment Workflows Copy Recruitment Workflows Delete Recruitment Workflows Set Default Recruitment Workflow	Default
Question Library	Add Questions Edit Questions Delete Questions	Default
Question Categories	Add Question Categories Edit Question Categories Copy Question Categories Hide Question Categories Delete Question Categories Import Question Categories Export Question Categories	Default
Interview Guides	Create Interview Guides View Interview Guides Edit Interview Guides Copy Interview Guides Deactivate Interview Guides	Default
Interview Guide Rating Systems	Add Interview Rating Systems Edit Interview Rating Systems Copy Interview Rating Systems Delete Interview Rating Systems	Default
Cost Categories	Add Cost Categories Edit Cost Categories Copy Cost Categories Hide Cost Categories Delete Cost Categories	Default
Careers Portals	Add Career Portals Edit Career Portals Copy Career Portals Delete Career Portals Publish Career Portals	Default
Job Board Channel Configuration	Enable/Disable Job Board Channels	Default
Job Categories	Add Job Categories Edit Job Categories Copy Job Categories Disable Job Categories	Default
Job Locations	Add Job Locations Edit Job Locations Copy Job Locations Enable/Disable Job Locations Import Job Locations Export Job Locations	Default
Job Templates	Create Job Templates Edit Job Templates Copy Job Templates Enable/Disable Job Templates Update Template Introduction	Default
Create Requisition	Create New Requisitions View Requisition Details View Approval Status Withdraw Requisitions Export Requisitions	Default
Manage Requisition Approvals	Approve/Reject Requisitions	Default
Manage Approved Requisitions	View Requisition Details View Approval Status Withdraw Requisitions Edit Requisitions Place Requisitions On Hold Finalise Requisitions View & Add Costs	Default
Manage Candidates	View Candidates Add Candidates Add Candidates from Talent Pool Send Candidates Emails Withdraw Candidates Shortlist Candidates Mark Candidates as Not Suitable Reject Candidates Export Candidates Rate Candidates Set Flags for Candidates Add Skills to Candidate Profiles Add Notes to Candidate Profiles	Default
Manage Job Ads	View Job Ads Create Job Ads Edit Job Ads	Default
Manage Recruitment Process	Schedule/Reschedule Interviews Schedule Additional Interviews & Tasks Schedule Panel Reviews Export Panel Reviews Complete Interviews & Panel Reviews	Default
Manage Offers	View Offers View Approval Status Make Offers Withdraw Offers Accept/Reject on behalf of Candidates	Default
Reports	Run Reports Save Reports to My Reports	Optional

📝

Note: All access is for all requisitions across the organisation. Please note that if no specific reports are selected, users will be given access to all Recruitment Reports.

Requisition Permission+

Access Granted	Functionality Granted	Default or Optional Access
Create Requisition	Create a New Requisition View Requisition Details View Approval Status Withdraw Requisition Export My Requisitions	Default
Manage Approved Requisitions	View Requisition Details View Approval Status Withdraw Requisition Place Requisition On Hold View Candidates View Job Ads View Interviews View Costs	Default
Manage Candidates	Add Candidates Send Candidates Emails Withdraw Candidates Export Candidates Add Skills to Candidate Profiles Add Notes to Candidate Profiles Access Talent Search	Default
Reports	Run Reports Save Reports to My Reports	Optional

📝

Note: All access is for the user's own requisitions only.

Create a Requisition+

Access Granted	Functionality Granted	Default or Optional Access
Create Requisition	Create New Requisitions View Requisition Details View Approval Status Withdraw Requisitions Export My Requisitions	Default
Manage Approved Requisitions	View Requisition Details View Approval Status Withdraw Requisitions Place Requisitions On Hold View Candidates View Job Ads View Interviews View Costs	Default
Manage Candidates	Add Candidates Send Candidates Emails Withdraw Candidates Export Candidates Add Skills to Candidate Profiles Add Notes to Candidate Profiles	Default
Reports	Run Reports Save Reports to My Reports	Optional

📝

Note: All access is for the user's own requisitions only.

Open Requisition Manager+

Access Granted	Functionality Granted	Default or Optional Access
Create Requisition	Create New Requisitions View Requisition Details View Approval Status Withdraw Requisitions Export Requisitions	Default
Manage Requisition Approvals	Approve/Reject Requisitions	Default
Manage Approved Requisitions	View Requisition Details View Approval Status Withdraw Requisitions Edit Requisitions Place Requisitions On Hold Finalise Requisitions View & Add Costs	Default
Manage Candidates	View Candidates Add Candidates Add Candidates from Talent Pool Send Candidates Emails Withdraw Candidates Shortlist Candidates Mark Candidates as Not Suitable Reject Candidates Export Candidates Rate Candidates Set Flags for Candidates Add Skills to Candidate Profiles Add Notes to Candidate Profiles	Default
Manage Job Ads	View Job Ads Create Job Ads Edit Job Ads	Default
Manage Recruitment Process	Schedule/Reschedule Interviews Schedule Additional Interviews & Tasks Schedule Panel Reviews Export Panel Reviews Complete Interviews & Panel Reviews	Default
Manage Offers	View Offers View Approval Status Make Offers Withdraw Offers Accept/Reject on behalf of Candidates	Default
Reports	Run Reports Save Reports to My Reports	Optional

📝

Note: All access is for all requisitions across the organisation.

HR Core & Payroll Security Profiles

HR Manager+

Access Granted	Functionality Granted	Default or Optional Access
Leave Calendar	View Organisational Leave Calendar	Default
Employee Profile Data	View Personal Details on Employee Profiles View Payment Details on Employee Profiles	Default
HR Core Setup	Edit Employment Details Setup Edit Leave Management Setup Migrate KiwiSaver details (NZ clients using legacy KiwiSaver only)	Optional
Payslip Placeholder Library	Create Payslip Placeholders Edit Payslip Placeholders Delete Payslip Placeholders Hide/Unhide Payslip Placeholders	Optional
Payslip Template Setup	Create Payslip Templates Edit Payslip Templates Delete Payslip Templates	Optional
Payroll Cycle	Add Payroll Cycles Edit Payroll Cycles Delete Payroll Cycles	Optional
Import Profile	Import Personal Details Import Diversity Questions Import Employment Details Import Bank Details Import Superannuation Details Import Tax Details	Optional
Import CSV Payroll Data	Import Payslips	Optional
Payroll Data Import History	View Payroll Data Import Details Download Payroll Data Import CSV Files Download Log Files	Optional
Payroll Data Export History	View Payroll Data Export Details Download Log Files	Optional
HR Insights Dashboard	View HR Insights Dashboard	Optional
Leave Types	Add Leave Types Edit Leave Types Delete Leave Types	Optional
Leave Policy	Create Leave Policies Edit Leave Policies Delete Leave Policies Assign Leave Policies View Leave Policy Assignments	Optional
Holiday Management	View Pre-Existing Public Holidays Add Company Holidays Edit Company Holidays Delete Company Holidays Assign Company Holidays View Company Holiday Assignments	Optional
Leave Requests	View Submitted Requests View Approved Requests View Processing Requests View Processed Requests Export Requests Remind Approvers Re-Assign Approvers Edit/Cancel/Place On Hold Submitted Requests View/Cancel/Modify Approved Requests Process Leave Requests	Optional

📝

Note: Work Pattern Library can be optionally turned on for clients who have this enabled. For more information discuss this with your implementation consultant.

Leave Calendar Viewer+

Access Granted	Functionality Granted	Default or Optional Access
Leave Calendar	View Organisational Leave Calendar	Default

Succession Security Profiles

Succession Planning Overview+

Access Granted	Functionality Granted	Default or Optional Access
Succession Plans	View Succession Plans	Optional

📝

Note: Users will only have access to the selected phases for the selected plans. Plans must be selected under the Filter tab.

Survey Security Profiles

Survey Approver+ 📝

The Survey Approver security profile is not a profile that is currently in use. The approval of Surveys is a feature which may be considered for future development.

Access Granted	Functionality Granted	Default or Optional Access
My Surveys	Create Surveys Copy Surveys Close Surveys Archive Surveys Preview Surveys Move Surveys to Draft Manage Survey Collectors View Responses Export Responses	Default
Survey Templates	Create Surveys from ELMO Templates Create Surveys from Custom Templates Create Custom Templates Copy Custom Templates Edit Custom Templates Archive Custom Templates	Default
Question Library	Add Questions Edit Questions Delete Questions View ELMO Questions	Default
Question Categories	Create Question Categories Edit Question Categories Delete Question Categories View questions assigned to Categories View ELMO Question Categories	Default
Themes/Branding	Create New Themes Preview Themes Edit Themes Copy Themes Delete Themes Set Default Theme	Default
Filter Library	Create Filters Rename Filters View Filter Values Download Filter Values Export Filters	Default
Survey Reports	View Survey Overview Report	Default

📝

Note: Survey Creator access will allow users to Create, Manage, and Report on their own surveys only. However, users will have access to all questions, templates, themes, and filters created organisation wide.

Survey Admin+

Access Granted	Functionality Granted	Default or Optional Access
My Surveys	Create Surveys Copy Surveys Close Surveys Archive Surveys Preview Surveys Move Surveys to Draft Manage Survey Collectors View Responses Export Responses	Default
Survey Templates	Create Surveys from ELMO Templates Create Surveys from Custom Templates Create Custom Templates Copy Custom Templates Edit Custom Templates Archive Custom Templates	Default
Question Library	Add Questions Edit Questions Delete Questions View ELMO Questions	Default
Question Categories	Create Question Categories Edit Question Categories Delete Question Categories View questions assigned to Categories View ELMO Question Categories	Default
Themes/Branding	Create New Themes Preview Themes Edit Themes Copy Themes Delete Themes Set Default Theme	Default
Filter Library	Create Filters Rename Filters View Filter Values Download Filter Values Export Filters	Default
Survey Reports	View Survey Overview Report	Default

Rewards & Recognition Security Profiles

Rewards & Recognition Administrator+

Access Granted	Functionality Granted	Default or Optional Access
Points Configuration	Enable/Disable Points Configure Points	Optional
Recommendation Configuration	Enable/Disable Recommendation settings Configure Recommendation Points	Optional
Badge Management	Add Badges Edit Badges Deactivate Badges	Optional
Trophy Management	Add Trophies Edit Trophies Deactivate Trophies	Optional
Award Management	Add Awards Edit Awards Deactivate Awards View Award Overviews	Optional
Categories	Add Categories

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