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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

Overview

Who are owner users and manager users?

What do the permissions allow?

Step-by-step instructions

How to add a new owner or manager

Updating permissions for managers

Making a manager inactive

FAQs & troubleshooting

Does a manager user receive notifications relating to departments they have access to?

I have changed an employee's manager on their profile. Why can't see the new manager see the employee in their People list?

A manager has the Ask Us permission, however they can't see a chat

I have entered a new employee, however cannot see the new employee to sign the agreement/contract

Why can’t a manager see a particular employee?

How do I check that a manager has management access for the team members that report to them

Can I see what other managers are requesting in MyHR?

Support options

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.

  1. In MyHR, select the Settings icon (⚙️ top-right).
  2. The Users tab will open, and all the existing owner and manager users will be displayed.
  3. To add a new user, select + Add user.
  4. Select an entry method. We recommend Select from My People to ensure that the employee and manager profiles are linked.
    1. Select the employee's name from the Select Person drop down menu.
    2. Select Active under Status
    3. Select either Manager - Restricted access or Owner - Access all.
    4. 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.
  5. If the new user is not entered into MyHR as an employee, you can select Add a new user.
  6. 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.

  1. In MyHR, select the Settings icon (⚙️ top-right).
  2. The Users tab will open, and all the existing owner and manager users will be displayed.
  3. Select the manager's name from the list. 
  4. 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).
  5. Select Save.

    Making a manager inactive 

    Owner users have permission/access to remove other owner or manager users.

    1. In MyHR, select the Settings icon (⚙️ top-right).
    2. The Users tab will open, and all the existing owner and manager users will be displayed.
    3. Select the manager's name from the list. 
    4. Either select Status Inactive; or remove the management user access by selecting Make self-service only.
    5. 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.

    A manager has the Ask Us permission, however they can't see a chat

    There are two types of chat messages:

    1. A direct message between a manager and MyHR. These are only visible to the manager who asked the question (and MyHR).
    2. A chat thread attached to an existing request (Agreement/Disciplinary/Additional/Restructure). These are visible to any manager with the Ask Us permission AND access to the department that the employee.

    If the manager cannot see a chat thread attached to an existing request and they do have Ask Us permission, check whether the employee is in a department that the manager has access to.

    I have entered a new employee, however cannot see the new employee to sign the agreement/contract

    A manager must have the Add and Manage People permission and access to the department that an employee is in to be able to see their employment agreement/contract.

    As you have entered a new employee via the Add Person form, we know that you have the Add and Manage People permission.

    However you may have either not put the employee into a department or has entered them into a department you do not have access to. An account owner can change the employee’s department.

    Why can’t a manager see a particular employee?

    A manager must have access to the department that an employee is in to be able to view their profile. An account owner can check and edit a manager’s permissions

    How do I check that a manager has management access for the team members that report to them

    An owner user can check and edit a managers permissions from the Settings screen. 

    Can I see what other managers are requesting in MyHR?

    An account owner can see all HR Services requests that are submitted to MyHR.

    A manager user who as Add and Manage People permission can view the HR Services requests for all employees in departments that they have access to.

    1. Log into MyHR and select HR Services.
    2. Select the Request management tab. Here you will see a summary of active and inactive requests that you have access to (based on your permissions).
    3. You can search by employee name or request type, and can see whether a request is with MyHR for review, or ready for you/management.

     

      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