This guide outlines the access levels assigned to each user role within the Xemplo. It details which features each role can access and the level of interaction permitted—whether full access, view only, or no access. These predefined roles are designed to support standard organisational workflows, ensuring appropriate data visibility and system control based on a user’s responsibilities.
Use these tables to understand and configure how different users interact with Xemplo’s features, helping to maintain compliance, streamline processes, and ensure security.
Role Types in Xemplo
This guide defines access included by default for all Administration roles. The following table describes each type of role, and the types of business users that would typically have access to each role.
| Role Name | Role Description | Typical Users |
|---|---|---|
| Super Administrator | Full system access, including global platform configuration, user management, integrations, payroll settings, and high-level reporting. Can manage permissions and access for all other users. Has limited access to Worker information for all companies in a specified Xemplo instance. | COO, Head of Operations, IT Administrator, Systems Manager |
| Company Administrator | Full system access for a selected company, including company configuration, user management, integrations, payroll settings, and high-level reporting. Can manage permissions and access for all other users in the company. | COO, Head of Operations, IT Administrator, Systems Manager, HR Directors |
| HR Manager | Broad access to worker records and HR features, including onboarding, contracts, compliance, performance, leave, and expenses. Cannot modify system configuration or manage other users' permissions. | HR Operations, People & Culture Lead, HR Business Partner |
| Recruiter | Access to hiring workflows, job assignments, and onboarding support. Limited access to broader HR functions. | Talent Acquisition Specialist, Recruitment Consultant |
| Team Manager | Access to view and manage team-related tasks such as timesheets, performance, messaging, and leave approvals. No access to system-wide configuration or personal worker records outside their team or department (if Team Manager of entire department). | Line Manager, Department Head, Team Leader |
| Timesheet Approver | Restricted role focused on reviewing and approving timesheets and related Time to Bill data. Cannot access broader HR, payroll, or configuration features. | Site Supervisor, Project Coordinator, Roster Manager, Client Timesheet Approver |
Worker Access to Xemplo
Workers have access to a limited set of features within the platform, designed to support their day-to-day interactions and maintain up-to-date personal information. All access is restricted to their own records only, with no visibility of other users or company configuration.
| Feature | Access Description |
|---|---|
| Assignments | View current and past assignments, including role details and durations. |
| Background Checks | View the status of any checks initiated as part of their onboarding or compliance. |
| Contracts | View and acknowledge their employment contracts. |
| Credentials | View and submit required credentials (e.g. licenses, certifications). |
| Expenses | Submit personal expense claims and view approval status. |
| Leave | Request leave, view leave balances, and check approval status. |
| Letters | Access letters issued to them (e.g. employment confirmation, warnings, updates). |
| Messaging | Receive messages from HR or management. |
| Onboarding | Complete onboarding tasks, provide documents, and update personal info. |
| Performance | View performance reviews and related feedback. |
| Policies | View company policies and confirm acknowledgement where required. |
| Pre-Onboarding | Complete tasks prior to official start date, such as document submission. |
| Tasks | View and complete assigned tasks (e.g. training, compliance activities). |
| Time & Attendance (HR only) | Submit timesheets and view approval status. |
| Timesheets (Time to Bill only) | Submit timesheets and view approval status. |
| Training | Access assigned training modules and track completion. |
| Work Rights | Submit and update visa or work eligibility documents. |
| Workflows | Participate in workflows that require worker action (e.g. self-assessments, updates). |
| User Account | Update login details, contact info, and preferences. |
How to manage User access and Permissions
To update user access and permissions, you'll need to have either Super Administrator or Company Administrator access. Find out more about configuring roles and permissions here.
Xemplo System and Company Setup
The following table lists all features used to setup and maintain Xemplo companies, as well as access to technical features like the Xemplo API Library and Xemplo Connect. To setup Xemplo companies, a user must be either a:
- Super Administrator
- Company Administrator
Global Configuration
| Feature | Super Administrator | Company Administrator |
|
Manage Super Administrator user accounts |
✓ | ✗ |
|
Manage all user accounts except Super Administrator accounts |
✓ | ✓ |
| Integrations | ✓ | ✓ |
|
Product Activation
|
✓ | ✗ |
| Xemplo Connect | ✓ | ✓ |
| Xemplo API Library | ✓ | ✗ |
|
Global Message Templates |
✓ | ✗ |
|
Global Documents |
✓ | ✗ |
|
Global Letters |
✓ | ✗ |
|
Global Credentials |
✓ | ✗ |
|
System Settings |
✓ | ✗ |
Company Settings
| Feature | Super Administrator | Company Administrator |
| Company profile | ✓ | ✓ |
| Branding | ✓ | ✓ |
| Message Templates | ✓ | ✓ |
| Invoice settings | ✓ | ✓ |
| Timesheet settings | ✓ | ✓ |
| RCTI settings | ✓ | ✓ |
| Service agreements | ✓ | ✓ |
| On costs | ✓ | ✓ |
| Onboarding | ✓ | ✓ |
| Tasks | ✓ | ✓ |
| Credentials | ✓ | ✓ |
| Background checks | ✓ | ✓ |
| Performance | ✓ | ✓ |
| Pay rates | ✓ | ✓ |
| Pay categories | ✓ | ✓ |
| Pay schedule | ✓ | ✓ |
| Courses | ✓ | ✓ |
| Letters | ✓ | ✓ |
| Contracts | ✓ | ✓ |
| Documents | ✓ | ✓ |
| Additional Questions | ✓ | ✓ |
Xemplo HR
The following table lists all products in Xemplo HR for Administration users. To use Xemplo HR products and features, a user must be either a:
- Super Administrator
- Company Administrator
- HR Manager
- Recruiter (for access to Hire activity)
HR Feature Access
| Feature | Super Administrator | Company Administrator | HR Manager | Recruiter |
|---|---|---|---|---|
| Hire | ✗ | ✓ | ✗ | ✓ |
| Leave | ✓ | ✓ | ✗ | ✗ |
| Letters | ✓ | ✓ | ✗ | ✗ |
| Onboarding | ✓ | ✓ | ✓ | ✗ |
| Performance | ✓ | ✓ | ✓ | ✗ |
| Positions | ✓ | ✓ | ✓ | ✗ |
| Pre-Onboarding | ✓ | ✓ | ✓ | ✓ |
| Tasks | ✓ | ✓ | ✓ | ✓ |
| Time & Attendance (HR only) | ✓ | ✓ | ✓ | ✗ |
| Training | ✓ | ✓ | ✓ | ✗ |
| Workflows | ✓ | ✓ | ✗ | ✗ |
Worker Information
| Please note: Team Manager can only access worker information for workers who report to them, or for workers in a department that the Team Manager is responsible for. |
| Feature | Super Administrator | Company Administrator | HR Manager | Team Manager |
|---|---|---|---|---|
| Background Checks | View | ✓ | ✓ | ✗ |
| Contracts | View | ✓ | ✓ | ✗ |
| Credentials | View | ✓ | ✓ | View |
| Leave | View | ✓ | ✓ | ✗ |
| Files | ✓ | ✓ | ✓ | ✗ |
| Notes | ✓ | ✓ | ✓ | ✓ |
| Onboarding | ✓ | ✓ | ✓ | ✓ |
| Payroll information (banks, tax etc) | View | ✓ | ✓ | ✗ |
| Performance | ✓ | ✓ | ✓ | ✓ |
| Positions | ✓ | ✓ | ✓ | ✓ |
| Tasks | ✓ | ✓ | ✓ | ✓ |
| Terminations | ✓ | ✓ | ✓ | ✗ |
| Time & Attendance (HR only) | ✓ | ✓ | ✓ | ✓ |
| Training | ✓ | ✓ | ✓ | ✓ |
| Work Rights | ✓ | ✓ | ✓ | ✗ |
Xemplo Time to Bill
The following table lists all products in Xemplo Time to Bill for Administration users. To use Xemplo Time to Bill products and features, a user must be either a:
- Super Administrator
- Company Administrator
- Timesheet Approver
| Feature | Super Administrator | Company Administrator | Timesheet Approver |
|---|---|---|---|
| Agency to Host Invoices | ✓ | ✓ | ✗ |
| Assignments | ✓ | ✓ | ✗ |
| ATS Integration | ✓ | ✓ | ✗ |
| Engagements | ✓ | ✓ | ✗ |
| Invoices | ✓ | ✓ | ✗ |
| Oncosts | ✓ | ✓ | ✗ |
| Payroll Batches | ✓ | ✓ | ✗ |
| Purchase Orders | ✓ | ✓ | ✗ |
| Rate Templates | ✓ | ✓ | ✗ |
| RCTIs | ✓ | ✓ | ✗ |
| Service Agreements | ✓ | ✓ | ✗ |
| Timesheets | ✓ | ✓ | ✓ |