Introduction

In any HRMS system, defining clear roles and permissions is critical for maintaining structured access control.

uKnowva HRMS allows you to assign employees to specific user groups, which determines their level of access and the modules they can interact with.

Assigning the correct user group not only streamlines operational workflows but also ensures that employees can perform only those actions relevant to their responsibilities.

Whether you're updating a new employee’s role or modifying an existing user's access, the system offers two convenient ways to assign user groups—either through the User Manager or directly via the user’s profile.

Let’s explore both methods in detail.

Step 1: Assigning a User Group from the User Manager

To get started, log in to your uKnowva HRMS account and navigate to the top-right corner of the screen where your profile icon is located.

Click on it and choose the “uKnowva Configuration” option from the drop-down menu.

Once you’re in the configuration panel, select “User Manager” from the list of options on the left-hand side of the screen.

This will open a detailed list of users within the system.

Locate the employee for whom you want to assign a user group. Hover over their name, and a set of icons will appear.

Click on the person icon, which allows you to edit the user's profile.

A pop-up window will open containing the employee’s details.

In this window, find the “Role” field, which contains a dropdown menu listing all available user groups.

From the drop-down, select the appropriate user group that matches the employee’s responsibilities.

After selecting the user group, click on the “Save” button to apply the changes. This instantly updates the employee’s access rights within the platform.

Step 2: Assigning a User Group from the Employee Profile

Alternatively, if you prefer working through the employee’s profile page, you can use the search functionality to locate the user.

From the main instance, go to the search bar at the top and enter the employee’s name.

Once the profile appears in the results, click on it to open the user’s full profile view.

At the top of the profile interface, just above the user’s profile picture, you will see an “Edit User” option.

Click on it to open the user detail editor in a pop-up window. Inside this window, locate the “Role” field and use the drop-down to select the appropriate user group for the employee.

Once you've chosen the correct user group, click “Save” to confirm the update.

The user will now have access permissions aligned with the assigned group, ensuring they can perform their role effectively within the HRMS platform.

Conclusion

That’s it!

You’ve now successfully assigned a user group to an employee in uKnowva HRMS.

By following this process, you ensure that each team member is granted the right level of access based on their role within the organization.

This feature helps in maintaining organizational security, improving role-based access control, and enhancing administrative efficiency.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..