A "user group" is an efficient way to grant access to multiple users who work with the same kind of personnel information.  Group assignments determine what information users can modify and view. From the ‘Edit User Groups’ page, users can manage Beacon HR user group definitions within their organization. Remember, changing the access and modification rights of a user group definition changes the rights of all users assigned to that group.


To Create a New User Group:


To create a new user group, you must have system admin access.


1. Navigate to the Admin Module and select User Groups from the left-hand menu


2. From the Select User Group dropdown leave the selection as the default Add a New Group

3. Enter a name for the new group. Use a name that will clarify what type of user will be apart of this group. For example, System Admin, Administrative Officer, or Budget Office.

4. Use the Group Definition text box expand on who will be using this user group setting.

5. Check mark the user's data access rights. Check marking a system function next to Access? means the user will be able to view this page or type of data in Beacon HR. Modify? means the user will be able to update this type of data. For example, if a user group can Access the FTE and Cost module, then the user will be able to view the FTE and Cost tab from an employee record, which contains FTE utilization and salary information. If the user can also modify this data they will be able to edit the employee's FTE and Cost data by adding a projected salary or updating their tour of duty. 

6. Click Save





Editing User Group Definitions

  1. Select a User group to edit from the “Select User Group” drop down list.

  1. To edit the name or definition of a User Group, place your cursor in the data field and type the new information.
  2. Placing a checkmark to the right of “Able to alter ceilings?” grants users in that user group the ability to modify ceiling figures (for example, FTE ceiling or PS Cost ceiling for Admin Codes) within the Beacon HR system.
  3. Placing a checkmark in the “Access?” column will allow users that are part of this group to view the information in the corresponding Module.
  4. Placing a checkmark in the “Modify?” column will allow users that are part of this group to edit the information in the corresponding Module.
  5. When you have finished editing the existing user group, click the Save User Group button to keep your changes.  To cancel any changes, click ‘Cancel’.


Deleting an Existing User Group

  1. Choose the Group you would like to delete from the Select User Group drop-down list.
  2. Press the Delete Group button.
  3. At the Delete Group Prompt, click ‘OK’’.  Be sure this is what you would like to do, because deleting a group will have system wide implications.  If you would not like to delete the group, click ‘Cancel’.