Set up users and assign roles

The Users and Roles page is where admins manage who has access to the platform and what role each person has. It’s separate from the Employees page (which is the HR record) — Users and Roles is about platform access.

Open the page

1. On the left hand sidebar, click Settings.
2. Click into Users and Roles (or, if visible, HR Hub then Users & Roles).

You’ll see a table of every user who has access to the platform, with their role and status.

The four roles

Every user is one of four roles:

• Employee. Default. Can see and use My Workspace, complete surveys, request leave, etc. Can’t see other employees’ data.
• Manager. Plus access to direct reports’ info, the Management Hub, leave approvals, performance for their team.
• Org Admin. Plus access to HR Hub, all employees, all reports, all settings for the organisation.
• Kairos Admin. Internal Your HR Toolkit role. Used by the platform team for support, not assigned to client users.

Invite a new user

1. Click to add a new user.
2. Enter their email.
3. Pick their role.
4. Send. The user gets an invite email with a link to set their password.

For most cases, the easier path is the Employees module: add the employee with platform role set during creation. That way the HR record and platform access stay tied together. See Add a new employee.

Change someone’s role

1. Find them in the user table.
2. Click their row.
3. Pick a new role from the dropdown.
4. Save.

The change applies immediately. They’ll see different things in the sidebar the next time they refresh.

Revoke a user

If someone leaves the organisation or shouldn’t have access any more:

1. Find them in the user table.
2. Click to revoke.
3. Confirm.

Revoked users can’t sign in. Their data record stays (revoke is not delete). You can reinstate later if needed.

Bulk invite

The page supports bulk invite via a list of email addresses. Useful for a fresh organisation rolling out the platform to many people at once.

A note on Kairos Admin

You’ll occasionally see a Kairos Admin user (a member of the YHRTK support team) with access to your organisation. This is for support and is logged in the audit trail. You can request that no Kairos Admin user has standing access by emailing security@yourhrtoolkit.com.au.