Roles in Hejj

Hejj uses three roles to control what people can do within your organization: Admin, HR, and Billing. This guide explains what each role can and cannot do, and how they work together.

Written By Stijn Vanlerberghe

Last updated About 1 month ago

Quick overview

	Admin	HR	Billing
Manage employees & teams	Yes	Yes	No
Manage performance reviews	Yes	Yes	No
Manage templates & forms	Yes	Yes	No
Change workspace settings	Yes	Yes	No
View & update billing details	Yes	No	Yes
Add seats	Yes	No	Yes
Assign roles to others	Yes	Only their own role	Only their own role

Admin

The Admin role is the most powerful role. An Admin can do everything that both the HR 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 user can do (see below)
Everything a Billing user can do (see below)
Assign any role (Admin, HR, or Billing) to other employees

HR

The HR role gives access to all people-management features in Hejj. This is the role you would typically assign to HR professionals, people managers, or anyone who needs to manage employees and performance reviews across the entire organization.

What HR users 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 all reviews and submissions across the organization
Create, edit, and delete goals and tasks for any employee
View notes across the organization
Manage workspace settings (organization name, language, timezone, avatar)
Manage job titles, competencies, and tags
Assign the HR role to other employees

What HR users 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)

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 role.

Combining roles

An employee can have multiple roles at the same time. For example, someone could have both the HR and Billing roles, which would give them the same access as an Admin. However, it is simpler to just assign the Admin role in that case.

How to assign roles

Roles are managed on an employee's profile page. You will see a list of the three 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, a few HR users for the people team, and one Billing user in finance.
Larger organization: Multiple HR users 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 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 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.