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Managing permissions for onboarding and worker records
Managing permissions for onboarding and worker records

Control who can onboard and access worker records

Francis Pefianco avatar
Written by Francis Pefianco
Updated over a week ago

Manage who can view and or edit information for your Onboarding and Records products.

Note: Once you enable any permissions under the Team Management category, that user will have those permissions enabled only for the locations they are assigned to. To edit location access for a user, to go Company > Manage Users > Edit user > Access to locations.

Step 1: Go to Company > Manage users > Edit user > Permissions
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Below is each permission under the Team Management category with a brief description of what it does:


​Manage onboarding

  • Onboard new hires

    • Allows users to initiate onboarding for new hires

  • Edit onboarding processes

    • Allows users to edit onboarding processes

  • Manually complete an onboarding module

    • Allows users to manually complete onboarding for a specific worker (only in a location the user is assigned to)

View sensitive worker information (If unchecked, a user will see all team members under the 'Team' tab but will be restricted to viewing basic information only. See below for a full list of fields).

  • View partial details (last 4 digits of SSNs and direct deposit information)

    • Allows users to view limited worker information

  • View full details (SSNs, DOBs, direct deposit information)

    • Allows users to view all worker information

Import and delete workers

  • Allows users to import and delete workers

Edit worker records

  • Allows users to edit records

Step 2: Make the required modifications and press ‘Save’.


​“View sensitive worker information” permission

If this permission is disabled for a user, the user will see the following basic information fields for everyone:

  • First Name

  • Last Name

  • Job Title

  • Location

  • Start Date

  • Phone Number

  • Email Address

  • Gender

  • Ethnicity

  • Marital Status

  • Emergency Contact information

If this permission is enabled for a user, the user will see additional fields but only for workers in the locations they are assigned to:

  • (within Job & Pay tab)

    • Compensation

    • Direct deposit account

    • Federal tax information

    • State tax information

    • Employment verification

  • (within Personal tab)

    • Address (hidden if partial access)

    • SSN (masked if partial access)

    • DOB (hidden if partial access)

  • Documents tab (hidden if partial access)

  • History tab (hidden if partial access)

  • (within Onboarding)

    • View and download:

      • Form I9

      • W4

      • State tax withholding

      • Direct deposit

      • SSN fields in Basic Information

      • Address fields in Basic Information

      • Pay Rate fields in Basic Information

For the child permissions:

  • View partial details (last 4 digits of SSNs and direct deposit information): If a user has this permission enabled, the user will see a worker’s SSN and Direct Deposit account number, but only the last four digits of each.

  • View full details (SSNs, DOBs, direct deposit information): If a user has this permission enabled, the user will see a worker’s full SSN and Direct Deposit account number.

Want to talk to our Support team? Look for the Intercom icon at the bottom right of your dashboard and click on New conversation, or email help@workstream.is.

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