Roles in Hejj

Quick overview

Admin

The Admin role is the most powerful role. An Admin can do everything that the HR Manager, HR Assistant and Billing roles can do. When you create a new organization in Hejj, the person who sets it up automatically receives the Admin role.

There must always be at least one Admin in your organization. You cannot remove the Admin role from someone if they are the last Admin with an active account.

What Admins can do:

• Everything an HR Manager can do (see below)

• Everything an HR Assistant can do (see below)

• Everything a Billing user can do (see below)

• Assign any role (Admin, HR Manager, HR Assistant, or Billing) to other employees

HR Manager

The HR Manager role gives full access to all people-management features in Hejj, including private content like reviews, conversations and notes that are assigned to HR. This is the role you would typically assign to HR professionals who handle sensitive HR matters across the entire organization.

What HR Managers can do:

• Everything an HR Assistant can do (see below)

• View and manage private reviews assigned to HR

• View and manage conversations assigned to HR

• View and manage notes assigned to HR

• Assign the HR Manager role to other employees

What HR Managers cannot do:

• View or edit billing details

• View invoices or add seats

• Assign the Admin or Billing role to others (unless they also have those roles)

HR Assistant

The HR Assistant role is for people who help run day-to-day HR operations but should not have access to sensitive HR content. Assign this role to HR coordinators, operations staff, or office managers who need to manage employees and campaigns but should not see private reviews, conversations or notes.

What HR Assistants can do:

• Add, edit, invite, and archive employees

• Create, edit, and delete teams

• Create and manage performance review templates (forms)

• Launch and manage review campaigns

• View reviews and submissions for their subordinates, and for reviews/submissions where they are an HR Assistant participant

• Create, edit, and delete goals and tasks

• Manage workspace settings (organization name, language, timezone, avatar)

• Manage job titles, competencies, and tags

• View the organization chart (organigram)

• Assign the HR Assistant role to other employees

What HR Assistants cannot do:

• View private reviews, conversations or notes that are assigned to HR

• View or edit billing details

• View invoices or add seats

• Assign the Admin, HR Manager or Billing role to others (unless they also have those roles)

Billing

The Billing role is specifically for managing the financial side of your Hejj subscription. Assign this role to the person responsible for payments and invoices, such as someone in your finance department.

What Billing users can do:

• View and edit billing details (company name, VAT number, invoice email, address)

• Add employee seats to your subscription

• Assign the Billing role to other employees

Employees without a role

Not everyone needs a role. Most employees in your organization will have no role at all. They can still:

• View their own profile and edit their own information

• Complete performance reviews assigned to them

• View their own tasks and goals

Managers

Being a manager is not a role you assign. It happens automatically when someone is set as the manager of a team. If an employee manages at least one team, they get additional capabilities beyond a regular employee, even without any role.

What managers can do:

• View and edit employee profiles of their direct reports

• Create and launch performance review campaigns for their direct reports

• View reviews and submissions for employees they manage

• Create goals and tasks for their direct reports

• Create notes about employees they manage

• Schedule and manage one-on-one meetings with their direct reports

• View teams they manage and update team details

Managers only have access to information about the employees they directly or indirectly manage. They do not have organization-wide access. That requires the HR Manager or HR Assistant role.

Combining roles

An employee can have multiple roles at the same time. For example, someone could have both the HR Manager and Billing roles. However, if you want someone to have access to everything, it is simpler to just assign the Admin role.

Note that the HR Manager role already includes everything the HR Assistant role can do, so there is no need to assign both.

How to assign roles

Roles are managed on an employee's profile page. You will see a list of the roles with the option to add or remove each one. Only someone who already holds a particular role (or an Admin) can assign that role to others.

If the employee does not have an account yet, adding a role will also send them an invitation to join your Hejj organization.

Common setups

• Small company (under 20 employees): One person as Admin who handles both HR and billing.

• Medium company: One or two Admins, one or two HR Managers for sensitive HR work, a few HR Assistants for day-to-day operations, and one Billing user in finance.

• Larger organization: Multiple HR Managers and HR Assistants across different departments, a dedicated Billing user, and one or two Admins for overall management.

FAQ - Frequently asked questions

Can I remove the last Admin?

No. There must always be at least one Admin with an active account in your organization. If you need to transfer the Admin role, first assign it to someone else, then remove it from the original person.

What is the difference between HR Manager and HR Assistant?

Both roles can manage employees, teams, forms, campaigns and workspace settings. The difference is access to private content: HR Managers can see reviews, conversations and notes that are assigned to HR, while HR Assistants cannot. Use HR Assistant for people who help with HR operations but should not see sensitive content.

What happens if no one has the Billing role?

If you run out of employee seats, only someone with the Billing role (or Admin) can add more. Other users will see a message telling them to contact a colleague with billing permissions, along with the names of those colleagues.

Can a manager do things without a role?

Yes. Managers (people with direct reports) can view and manage reviews and tasks for their team members, even without any role. However, they cannot manage employees, teams, or workspace settings without the HR Manager or HR Assistant role.

Does a role apply across all workspaces?

No. Roles are specific to each workspace. If someone is part of multiple organizations in Hejj, their roles may differ between them.