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Understanding Entity and Employee permission settings

A clear explanation of what each Entity & Employee permission does and when to use it.

The Entity & Employee Permissions tab controls two things: who can manage users and roles in your account, and who can access your employee data. Before creating custom roles or changing permissions for existing users, it helps to understand exactly what each permission does.

The four permissions explained

Permission

What it does

Edit Entity Permissions

Grants full administrative control over all three permission tabs — Entity Users, Survey Permissions, and Entity & Employee List. Users with this permission can create roles, invite users, and change anyone's access. This is the highest-level admin permission.

View Entity Permissions

Allows the user to see all permission settings across all tabs but not make any changes. Useful for HR partners who need visibility into how access is configured without being able to change it.

Edit Employees

Allows the user to add new employees, edit existing employee records and demographic data, and remove employees from the list.

View Employees

Allows the user to see the Employee List and employee data but not make any changes. If this permission is off, the entire Employees tab is hidden from the user's view.

Auto-enable rules

A few permissions automatically enable other permissions when turned on, you do not need to enable both manually:

  • Enabling Edit Entity Permissions automatically enables View Entity Permissions.
  • Enabling Edit Employees automatically enables View Employees.

Practical examples

Here are some common role setups to give you a sense of how to combine these permissions:

  • HR Admin Edit Entity Permissions + Edit Employees — full control over users, roles, and employee data.

  • HR Read-only View Entity Permissions + View Employees — can see user access and employee data but cannot change anything.

  • Survey Manager No Entity & Employee permissions needed — configure their access through the Survey Permissions tab instead.

💡 Best practice: Start with the minimum permissions required and add more only as needed. Giving a user more access than they need creates unnecessary risk. Do not give Edit Entity Permissions to users who only need to manage surveys.

Something not working?
  • A user says they cannot see the Employees tab — They do not have View Employees permission. Enable this in the Entity & Employee Permissions tab for their role.
  • A user has View Entity Permissions but appears to be making changes — Check if they have been assigned another role that includes Edit Entity Permissions. A user with multiple roles inherits the highest permission from all roles combined.
  • I enabled Edit Employees but the user still cannot see the Employees tab — Ask the user to refresh their browser. Permission changes apply immediately but the browser cache may be showing the old view.
Still Need Help?

If you have questions about what a specific permission does, Reach out to us at support@engagerocket.co and we'll be happy to assist!