Creating Team in Worksy

This article will guide you through the steps of setting up a Team in Worksy. This feature allows department heads, team leads, or group admins to manage specific groups of employees, while controlling visibility and access to sensitive employee information.

The Team feature is best used in the following scenarios: 

• Team Lead needs access to view or approve subordinates’ data (e.g. leave, claims).

• A project team includes members from different departments, but needs shared visibility (e.g. for attendance).

• Your company has multiple business entities and wants to restrict data access per entity.
  

Ultimately, depends on your organisation’s structure and needs.

TABLE OF CONTENTS

1. Visilibility 
   • Team Admin (or Team Leader)
   • Team Members
2. Example Scenario for Payroll Visibility Control
   • HR Admin Can View General Staff Payroll Only
3. How To Create a New Team and Assign Employees
4. Set Up Access Rights for the Team Admin(s)

Visilibility 

1. Team Admin (or Team Leader)

Access & Visibility:

• Can view their team member's Attendance, Leave, Claim, Payroll, and more (depending on Access Control settings).

• Cannot view information of other Admins, unless they are also part of the team members.

2. Team Members

Access & Visibility:

• Can view their own data only by default.

• May view other team members' data (like attendance) only if “View Peer Info” is enabled for that module.
  
  

To make the above work as intended, permissions must be set up in:

• Settings > User Account > Access Right

• Access rights for screens must be enabled for users to view, depending on your company policy.

• Make sure to turn off their visibility to "view all" under Setting > User Account > Access Right > Employee > Directory, so they do not see the entire company.

Example Scenario for Payroll Visibility Control

HR Admin Can View General Staff Payroll Only

HR Role Permissions:

• Can view/edit payroll for all general staff.

• Cannot view Director or C-Level payroll.
  
  

How to set up:

• Assign HR as Team Admin for “General Staff Team”

• Go to Access Rights > Menu Permission > Payroll, 

• Turn off View all
  

• Include all employees as team members (Except directors)

With the above setting, HR will only see all payroll info of their team members in the assigned team.

How To Create a New Team and Assign Employees

A team won’t function without people in it — so, you’ll need a team leader and team members in it.

Step 1

On the left menu, go to Employee (a) > Team (b).

Step 2

Click Add New to create a team.

Step 3 

Once clicked you will be brought to the page as shown below. 

Fill in the Team Name (a) and Team Short Label (b). 

You’ll see Access Control (c) settings for Attendance, Payroll, Leave, Claim, etc., (depending on your company’s subscription).

There are two buttons for each category:

d) Access: Determines what the Team Admin can see/edit.

• To allow the Team Admin to view or manage their team members' data, you must toggle on the “Access” button for that specific module. 

e) View Peer Info: Allows Team Members to view each other’s information.

• If enabled for Attendance, team members can view each other’s attendance records.

Step 4

Scroll to the Admin section and click Add Admin.

Select an employee's name to assign them as a Team Admin.

• You can add multiple admins if needed.
• To assign one of them as the Team Leader, click the crown icon next to their name
• Only one team leader can be assigned. If you click the crown icon on a different admin, the leader role will automatically switch to that person.

Step 5

You can assign employees to the team using either of these methods:

i) By Employee: Manually select employees one by one. After selection, click Add Team Member to proceed.

ii) By Conditions: Filter and select employees based on conditions such as department, branch, role, nationality, etc. After selection, click Next. 

Once everything's finalized, click Save at the top right.

Step 6

A confirmation message will appear once the team is successfully created. Close it by clicking OK.

Set Up Access Rights for the Team Admin(s)

Creating the team is only half the job, the other half is making sure the right people have the right permissions.

Step 1

From the left menu, go to Setting (a) > User Account (b) > Access Right (c).

Step 2

You can either:

• Use an existing role, or

• Create a new role (e.g., "Audit Team Lead") by clicking Add Role

Step 3

In Menu Permissions:

a) Under Employee > Directory, untick the box to disable both:

• View Subordinate

• View All

This ensures the Team Admin can only see information related to their assigned team, not the entire company.

b) Under Setting > Permissions,

• Untick the box to disable Access Right. This prevents the Team Admin from changing access settings for themselves or others.

c) If needed, do the same action to disable access to Payroll by unticking all options under that section.

We strongly advise to review the permissions granted to this role based on the Team Admin’s responsibilities. Only enable the modules and actions (View/Edit) necessary for their tasks to minimize the risk of unauthorized access or data exposure.

Step 4

Go to Setting (a) > User Account (b) > User Accounts (c)

Step 5

Find the Team Admin’s profile (e.g. Ejen Ali)

• Assign the role created for them (e.g. Audit Team Lead)
• Click the mail icon to send an invitation link for system access and remind the employee to check their work email.

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.