Manage your users, user groups, and permissions

Create your employee/user accounts

Create user accounts for your employees (internal users) and/or for your customers, suppliers, or partners (external users). Creating an account for your employees will allow them to access data in Full Stack Zone and to interact with all the application features such as Third parties, Business documents, and other applicable modules according to the access control permissions that have been defined.

Creating a user only requires saving a name, a login name, and a password. Many other options and data can be set, such as job position, gender, notes, attaching external files, status etc. You can also set a user color so that you can identify user events easily on the agenda module.

Define the hierarchy of your employees/users

Set the hierarchy of your employees, so that when filling in leave requests, expense reports, and in other respective modules, the supervisor of the employee will be notified to validate the request.

Define an hourly rate for each of your employees

Define an hourly rate for each employee, so that if they use the timesheet feature, their time spent will be converted into a value in your currency. If you use the module Project, you will be able to see the cost applicable for the time spent by your employees as part of the profitability of your projects.

Personalize the display for each user

Each user can personalize the environment, including language, theme, entry page, and also the dashboard.

Leave requests, expenses reports, and timesheets

Depending on which applications and enabled and which permissions have been assigned, users will have the ability to create leave requests, expense reports, and timesheets. Leave requests and expense reports will have to be approved by the user's supervisor, who will be notified via email when a leave request or expense report is submitted by the user.

Multiple permissions profiles

During implementation you will be asked to consider the permission requirements for employees. Like manager permissions, employee permissions are stored centrally as profiles, and each employee is assigned to a profile.

A single employee permission group called ‘Default’ for all employees may suit some businesses. Others may wish to have different permissions based on roles , allow team leads more access, or allow employees to use different clock in methods.

To create additional profiles go to Settings > Employee permissions, and click ‘Create new’.  Profiles can be created from Scratch, or you can base a new profile on a current permission profile. Profiles can only be deleted when there are no employees assigned to that profile.


Defining a user's role and accessibilities is critical for running a smooth workplace and freeing up the admin to focus on other essential responsibilities.

HR coordinators, C&B, Recruiters, and others can be assigned to roles with varying levels of Employee Data and Feature access.

Let's take a look at the two default roles on Grove HR before we started:

Admin: This is the default role for the workplace's creator. All modules and functionalities are accessible to the administrator. You CANNOT change the role's accessibility, but you can add new members.

Employee: All active employees are assigned to this role by default (excluding resigned employees). They have the ability to manage their own data. You can choose the level of access, but you CANNOT add or delete members.


What are Employee Data and Feature access?

How to create a new role

How to define role's permissions

How to add or remove members from a role

How to delete a role

Understand Employee Data and Feature access

Employee Data is the information of employees in your workplace. You can set several degrees of access to employee data:

All employees including resigned ones

All employees (excluding resigned employees)

Direct & indirect reports

Direct reports

Personal data only: applies to the Employee role by default

Feature access (or Features) specifies the actions a role is allowed to perform in certain modules or features.

Create a new role 

Go to Company Setting by clicking on the ⚙️icon > Permissions

In the Role menu, click on New

Enter Role Name and Description (optional)

Click Create to confirm action

Define a role's permissions

Go to Company Setting by clicking on the ⚙️icon > Permissions

In the Role menu, click on a role to view more details

In the Permissions tab, define which Employee Data members in this role will have access to and what they can do with the data

Scroll down to Features and check the boxes to enable access rights

Click Save to confirm action

📌 Note:

The Admin role is defaulted to have access to all modules and features. You CANNOT define the access of this role.

Add or remove members from a role

Go to Company Setting by clicking on the ⚙️icon > Permissions

In the Role menu, click on the role you want to add member

Click the Members tab to add or remove member

Add: type employee name and press Enter.

Remove: hover your mouse cursor over employee name and click Remove.

📌 Note:

All active employees (excluding resigned employees) will be automatically added to the Employee role. You CANNOT add or remove members in this role.

Delete role

Go to Company Setting by clicking on the ⚙️icon > Permissions

In the Role menu, click on the role you want to delete

Click More (or the ••• icon) at the top-right corner

Select Delete from the drop-down menu

Click Delete again to confirm action

📌  Note:

Default system roles (Admin and Employees) cannot be deleted.

If there are employees assigned to the role being deleted, they will lose the role's permissions