Qrew HR uses role-based access. Every user has a role, and each role decides which modules a person can open and what they can do there: view, create, edit, approve, or export. Getting roles right early keeps salary data private and makes approvals flow to the right people.
How roles work
Most organizations start with four roles:
| Role | Typical access |
|---|---|
| Admin | All settings, all modules, billing, and role management. |
| HR | Employee records, attendance, leave, and policies. Payroll if you allow it. |
| Manager | Their team's attendance, leave approvals, goals, and reviews. |
| Employee | Their own profile, attendance, leave, payslips, goals, and helpdesk tickets. |
You can edit these default roles or create custom ones, such as "Payroll Admin" or "Location HR".
Step 1: Review the default roles
- Open Settings → Roles & Permissions.
- Click a role to see its permissions, grouped by module.
- Adjust any permission you disagree with and click Save.
Step 2: Create a custom role
- In Settings → Roles & Permissions, click Add Role.
- Name the role clearly, for example "Payroll Admin".
- For each module, choose the actions allowed: view, create, edit, delete, approve, export.
- Set the scope: the whole organization, specific locations or departments, or only direct reports.
- Click Save.
Step 3: Assign roles to people
- Open the role and click Assign Users, or open an employee's profile and change their role there.
- A person can hold more than one role. For example, an HR manager may have both the HR role and the Manager role for their own team.
- Changes take effect the next time the person loads a page.
Step 4: Protect sensitive data
- Limit payroll access to the smallest group possible. Viewing salaries and running payroll can be separate permissions.
- Use field-level permissions to hide fields such as bank account, PAN, or salary from roles that don't need them.
- Restrict export permissions. Exports leave the system, so give them only to people who need reports outside Qrew HR.
Common questions
Can a manager see their team's salaries?
Not by default. The Manager role covers attendance, leave, and performance. You can add salary visibility to a custom role if your policy allows it.
How do I give someone temporary admin access?
Assign the role now and remove it when the work is done. Role changes are recorded in the audit trail.
Who approves leave if a manager is on leave themselves?
Set a backup approver in the leave approval chain, or let HR approve pending requests. See Leave Management.
Related articles
Account & Settings
Profiles, passwords, and organization details.
Security & Data
Access control, audit trails, and data export.
Setup Guide
The complete configuration checklist.
Still stuck? Email support@qrewhr.com (Monday–Friday, 9:30 AM–6:00 PM IST) and our team will help you out.