Adding and updating owners and managers on your account
Understanding owner and manager access in MyHR and how to add or update an owner or manager on your account
Contents
Who are owner users and manager users?
What do the permissions allow?
How to add a new owner or manager
Updating permissions for managers
Does a manager user receive notifications relating to departments they have access to?
Overview
Adding and managing Owner and Manager users in MyHR is a key step to setting up secure, streamlined HR processes for your business. Owner users have full access and administrative privileges, while Managers receive tailored permissions to suit their team, department, or area of responsibility.
This page will walk you through:
- The differences between Owner and Manager roles, and what each can do
- How to add new Owner or Manager users to your MyHR account
- How to adjust permissions for existing Managers, make them inactive, or change their responsibilities
Setting up these user roles correctly helps ensure everyone has the right level of access, supporting safe, efficient, and compliant HR workflows across your organisation.
Who are owner users and manager users?
Owner and manager users are the people who have a role which allows them to log in and perform actions with the employees they manage, or contact MyHR to get help.
- Owner users can access, manage, and edit everything in MyHR.
- Manager user access can be restricted to specific people, departments, and functionalities within MyHR.
We also have the concept of a manager of a person. This doesn't automatically grant access to a department or any specific permissions and if this is required, that person still needs to be set up as a manager user.
What do the permissions allow?
|
Add and manage people |
Request employment agreements, add and remove people, see all employment records, request disciplinary, restructure and additional support. |
|
Manage onboarding |
Add and update onboarding templates for the business, start plans for people, and access reporting for the people that the manager user has access to. |
|
Add notes |
View and add notes on to profiles of the employees that the manager user has access to. |
|
Manage performance reviews |
Add and update performance review templates, use the performance review module, and see reporting for performance reviews for any employees in the departments the manager user has access to. |
|
Access Ask Us |
The ability to ask questions and track open and closed requests with our dedicated team relating to employees that the manager user has access to. |
| Update billing | Manage payment method and details for the account. |
| Manage integrations | Facilitate integrations between MyHR and other software, allows access to view personal details for all employees regardless of departmental access in MyHR as well as any data pulled in from integrated system once authorised. |
| Manage leave | Request, view and approve leave for the employees the manager user has access to. |
| Fast track | Ask for employment documents to be returned for review within 4 MyHR business hours, at a one-off additional cost. |
Step-by-step instructions
How to add a new owner or manager user
Owner users have permission/access to add or change other owner or manager users.
- In MyHR, select the Settings icon (⚙️ top-right).
- The Users tab will open, and all the existing owner and manager users will be displayed.
- To add a new user, select + Add user.
- Select an entry method. We recommend Select from My People to ensure that the employee and manager profiles are linked.
- Select the employee's name from the Select Person drop down menu.
- Select Active under Status
- Select either Manager - Restricted access or Owner - Access all.
- If you have selected Manager - Restricted access, you will also have to select which Permissions you are granting and which Departments you would like the user to access. Use the check boxes to select all which apply.
- If the new user is not entered into MyHR as an employee, you can select Add a new user.
- Select Save.
If you are giving access to one of your people, check their person record first to make you are not about to give them access to their current department. See How to add people to a department to change their department if necessary.
Updating permissions for managers
Owner users have permission/access to add or change other owner or manager users.
- In MyHR, select the Settings icon (⚙️ top-right).
- The Users tab will open, and all the existing owner and manager users will be displayed.
- Select the manager's name from the list.
- Add or remove the relevant permissions or departments for your manager. (Reminder that you should not give access to the department that the person is in).
- Select Save.
Making a manager inactive
Owner users have permission/access to remove other owner or manager users.
- In MyHR, select the Settings icon (⚙️ top-right).
- The Users tab will open, and all the existing owner and manager users will be displayed.
- Select the manager's name from the list.
- Either select Status Inactive; or remove the management user access by selecting Make self-service only.
- Select Save.
FAQs & troubleshooting
Does a manager user receive notifications relating to departments they have access to?
Notifications relating to a HR Services request typically go to the requesting user.
Notifications relating to reminders (leave, performance reviews, custom reminders, etc) are sent to the person who has been set as the employee's manager in their profile, provided that the manager has been selected from My People.
If the employee's manager has been manually entered/typed, the notification will go to the owner user who is the default owner of the account.
You can check the manager entry method or who has been entered as an employee's manager by following the Change a reporting line (change of manager) instructions on the Updating employee profiles page.
I have changed an employee's manager on their profile. Why can't see the new manager see the employee in their People list?
Linking the manager to the employee does not allow access to the employee - this is controlled via manager users having access to the relevant department.
You can check the access that a manager has by following the instructions for Updating permissions for managers.
Support options
If you need more help, our HR teams are always here for you!
If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224