# People Management Effectively manage your workforce with tools that streamline employee data, contracts, and key processes. Gain insights to support HR strategies and ensure your team is set up for success. # Chapter 1: Introduction to People Management Effective people management is at the core of every successful company. It ensures that employees are supported, aligned with company goals, and equipped with the resources they need to perform at their best. The **People Management** module serves as a centralised system for managing employee information, tracking key activities, and streamlining administrative processes. This chapter provides an overview of the **People Management** module, explaining its purpose and importance within the broader HR ecosystem. You will learn how it integrates with other modules, supports workforce planning, and enhances decision-making. By understanding the fundamentals of the **People Management** module, users can maximise its potential to improve efficiency, ensure compliance, and create a structured approach to managing talent. # Overview of People Management [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) Managing people effectively is a fundamental aspect of any successful organisation. The **People Management** module is designed to optimise human resource processes by providing tools to manage employee data, organisational structures, and role assignments efficiently. ![People Management Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/azQc7tVdsodK5elK-people-management-profile.png) People management systems optimise core HR functions such as recruitment, performance reviews, and career development, and allow these processes to integrate seamlessly. It enables employees to access information easily, allows managers to oversee team performance effectively, and helps administrators maintain compliance with internal policies and external regulations. This chapter provides a detailed overview of the **People Management** module, highlighting its key features, benefits, and essential role in the entire HR system. Gaining a solid understanding of its functions enables users to confidently operate the system, maximise its features, and support strategic HR goals. [![ZOt8yZwhbiGx2d6U-signify-footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/scaled-1680-/yq58INlLAzwO6jh3-zot8yzwhbigx2d6u-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/yq58INlLAzwO6jh3-zot8yzwhbigx2d6u-signify-footer.png) # Purpose of the Module [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) The **People Management** module provides a fully integrated framework for workforce administration, combining: - Centralised employee data management, - Structured profile maintenance, - Role-based security and access control, - System configurability and governance, and - Intelligent grouping and organisational modelling. ![People Management User on the Dashboard.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/eZfhXXlwCfhBaI4i-people-management-dashboard.png) This helps organisations work more clearly, consistently, and effectively, while giving both administrators and employees confident, well-organised people data they can rely on. The distinct features of the **People Management** module ensure that people data is **accurate**, **accessible**, and **actionable**, while supporting operational processes such as compliance, permissions management, and performance management. We will discuss the **key features** in the next part of this book. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Key Features of the Module [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) The **People Management** module includes several valuable features, which we will explore in more detail below. ##### The **People Management** dashboard ![People Management Dashboard.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/hiJdRsMBG74tZKE2-people-management-dashboard.png) This dashboard is a centralised, visually organised directory that displays all employees within the organisation, segmented by **My Team**, **My Department**, and **My Company**. This provides a single entry point for the workforce, enabling users to quickly locate individuals, understand team composition, and encourage engagement through **Kudos**. ##### Profile management ![People Management Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/azQc7tVdsodK5elK-people-management-profile.png) The profile management interface allows administrators and users with access to **view**, **edit**, and **maintain** detailed employee records across multiple structured sections. This acts as a single source of truth for employee information, ensuring data consistency, regulatory compliance, and efficient HR operations. **Some key sections include:** - Core identity management (username, name, surname, preferred name) - Biographical and compliance data (e.g. citizenship, ID, demographic information) - Contact details (direct and social) - Address management (residential, postal, and work location) - Reporting lines to define organisational hierarchy - Extended modules including: - - User permissions - Appointment details - Performance management - Training and development - Labour relations - Audit tracking ##### Role-based access control ![People Management Product Roles and Permissions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8WO10hUjJ1drscPJ-people-management-product-roles-and-permissions.png) The **People Management module provides a structured permissions framework in which users are assigned predefined roles that determine their **access level** and **system capabilities**. This ensures secure and controlled access to system functionality, supports governance, and simplifies permission management at scale. ##### Product configuration and field control ![People Management Product Setup.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/K5KOwqTs04eN0j8E-people-management-product-setup.png) The system provides a **configurable setup** area that allows organisations to tailor how the **People Management** module behaves and how data is managed. This provides **flexibility** and **governance**, allowing the system to align with organisational policies, data standards, and user experience requirements. ##### People groups and segmentation ![People Management People Groups.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/PYc4wfgNbyBuABaL-people-management-people-groups.png) The **people groups** feature allows administrators to define custom audiences based on organisational logic and conditions. This feature enables targeted communication, reporting, and operational efficiency, particularly in large or complex organisations. ##### Data governance and audit support A key aspect of the **People Management** module is the embedded controls and frameworks that guarantee data integrity, traceability, and compliance. This includes: - Audit information tracking within employee profiles, - Controlled edit permissions, - Structured data capture across all profile sections, and - Standardised data fields enforced via configuration. This supports compliance, accountability, and reliable reporting, reducing the risk of inconsistent or unauthorised data changes. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Chapter 2: Roles and Permissions Managing people effectively requires clear roles and responsibilities across all levels of the company. Whether you are an HR professional, a manager, or an employee, the **People Management** module provides tools tailored to your specific needs. This chapter outlines the key roles within the module, including system administrators who manage configurations, HR teams who oversee employee records, and managers who use the system for performance tracking and workforce planning. Additionally, employees will learn how they can interact with the module to update personal details, request leave, and track their professional development. By understanding these roles and their associated responsibilities, users can ensure a smooth and efficient experience with the **People Management** module. # Administrator Roles [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) An administrator’s role within the **People Management** module is **configurational, operational, and governance-driven**, focused on managing people data, access, and system behaviour. **Key responsibilities and interactions:** - **Manage employee data** - - Create, update, and maintain employee profiles, ensuring that all information is accurate, complete, and compliant with organisational standards. - **Configure system settings** - - Use Product Setup to control field requirements, visibility, edit permissions, and overall system behaviour. - **Define and manage roles and permissions** - - Assign roles to users, manage access levels, and ensure appropriate separation of duties across the system. - **Create and manage people groups** - - Define dynamic groups based on organisational structure or conditions to support permissions, reporting, and communication. - **Maintain organisational structure** - - Configure reporting lines, appointments, and hierarchies to reflect the current structure of the organisation. - **Oversee compliance and auditability** - - Monitor audit logs, manage sensitive information, and ensure that access and changes are properly controlled and traceable. - **Support HR processes** - - Facilitate areas such as performance management, training and development, and labour relations by maintaining accurate and structured data. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Employee and Managerial Roles [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) An employee and manager’s role within the **People Management** module is primarily self-service and informational, focused on maintaining their own data and engaging with the organisation. **Key responsibilities and interactions:** - **Maintain personal information** - - Employees and managers can view and update their own details, such as contact information, addresses, and certain profile fields, depending on permissions. - **Access personal records** - - They can review information related to their employment, including profile details, reporting lines, learning records, and performance-related data where available. - **Engage with colleagues** - - Through features such as Kudos, employees and managers can recognise and interact with peers, contributing to a positive workplace culture. - **Navigate organisational structure** - - Employees and managers can view colleagues within their team, department, or the wider organisation, helping them understand reporting lines and internal relationships. - **Participate in organisational processes** - - Depending on system configuration, employees and managers may engage in activities such as training, performance reviews, or event participation. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # How People Management Works [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) **People Management** operates as a collaborative system that supports both individual engagement and organisational control. **Employees** use the system to **view** and **update** their personal information, stay informed about their role and relationships within the organisation, and **engage** with colleagues through shared features. At the same time, **administrators** manage the underlying structure of the system by **controlling** access, **configuring** settings, and **maintaining** accurate and compliant people data. Together, these roles ensure that information remains reliable, accessible, and aligned with organisational processes, enabling efficient day-to-day operations and informed decision-making. ![How People Management Works.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/PyIFyCXEfPO2fz57-how-people-management-works.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Chapter 3: Setup and Configuration of People Management Before the **People Management** module can be fully used, it must be properly configured to align with the company’s policies and structure. This setup phase ensures that the **Organisation Structure**, access permissions, and data fields are tailored to meet business needs. This chapter covers the essential steps for configuring the module, including setting up user roles, defining reporting lines, and customising data fields to capture relevant employee information. It also provides guidance on integration with other modules, such as **Organisation Structure**, **Learning Management**, and **Performance Management**, to create a seamless experience. Proper setup is crucial for ensuring that the **People Management** module functions effectively. By following best practices, companies can streamline processes, maintain data accuracy, and optimise HR operations. # Prerequisites for this Module [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) The **People Management** module is essential for setting up other modules in the system. Therefore, the only prerequisite for the **People Management** module is to configure the email server if the default Signify email server is not used for notifications. This is explained in the [**Ruleset Setup**](https://signature.signifyhr.co.za/books/ruleset-setup?shelf=18 "Ruleset Setup") guide. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # People Management Implementation Guide [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) **People Management** is a system that contains profiles of all individuals within an organisation. Each person has a unique profile that can be updated and managed as needed. Users can view others' profiles within their team, department, and the entire company, as well as update their own profile. **People Management** also allows users, such as administrators, to have elevated rights to perform their daily tasks effectively. Additionally, **People Group** access enables the management of individuals within a designated group. The following section provides a step-by-step outline for implementing **People Management**. ![People Management Main Dashboard.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/eYGMNfvxNNN9VjzU-people-management-main-dashboard.png) #### Step 1: Update the Master Data Library The **Master Data Library** serves as the foundational control layer for all standardised organisational data used across the system. Its purpose is to ensure that key reference data are centrally defined, consistently applied, and tightly governed. Default values have been added to the **Master Data Library**, which can be used in **People Management.** Master data types with defaults include:
- Asset Items - Asset Types - Citizenship - Disabilities - Genders - Home Languages - Initials - Marital Statuses - Permit Types - Races - Relationships - Titles - User File Categories
![People Management Master Data Library.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/nVtVCcBggYggpHvG-people-management-master-data-library.png) Click [**here**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance "Master Data Maintenance") for details on how to update the **Master Data Library**. #### Step 2: Manage the People Management fields Data fields linked to **People Management** can be activated/deactivated as required. To configure these fields, we will use the **Product Setup** functionality of **People Management**. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Click **Product Setup** in the drop-down menu. ![People Management Product Setup Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/wu3BspxIHu96k11m-people-management-product-setup-menu-item.png) - Find the **People Management** product card and click on it. ![People Management Product Setup - Products.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/F6TjzholuVsNIJ1m-people-management-product-setup-products.png) - Click **Activate** to ensure the product is active on the system. Click **Product Setup** to configure the module. ![People Management Product Setup - Products - Product Setup.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/VkECRgMc96shciwf-people-management-product-setup-products-product-setup.png) - Let us look at each section individually. ##### Particulars - **Usernames** can be auto-generated with predetermined prefixes. - A **default password** can be configured for use when creating new users. - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Particulars.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/YyojNLSVZaHMZhyG-people-management-product-setup-particulars.png) ##### Biographical - A unique feature is the **validation** of ID numbers in the system, which can be activated/deactivated using the drop-down menu. - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Biographical.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/tdjGMyzYnzqGPDib-people-management-product-setup-biographical.png) ##### Contact Details and Social Contact Details - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Contact Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/1fV3foY92R28Z3hY-people-management-product-setup-contact-details.png) ##### Employment History at Previous Companies and Appointment History at Current Company - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Employment.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/funfGv8ENJ2O5iSk-people-management-product-setup-employment.png) ##### User Assets - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - User Assets.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/lViaGvp684M98xfl-people-management-product-setup-user-assets.png) ##### Additional Sections - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Additional Sections.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/ysrRdTHIQWOVvUxK-people-management-product-setup-additional-sections.png) ##### Reporting Lines - Fields can be marked as: - - Required - Viewable and/or editable by Administrators - Viewable and/or editable by users when doing self-service. ![People Management Product Setup - Reporting Lines.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/GzMRbSMuohtFa4KB-people-management-product-setup-reporting-lines.png) #### Step 3: Create People Groups A target audience, or a **People Group**, can be created to identify users based on specific criteria. ![People Management People Groups.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/PYc4wfgNbyBuABaL-people-management-people-groups.png) For a detailed guide to creating people groups, click [**here**](https://signature.signifyhr.co.za/books/people-management-d8c/page/create-people-groups "Create People Groups"). #### Step 4: Create People Groups Roles **People Group Roles** come with specific permissions that can be assigned to individuals. These permissions allow a person in this role to manage specific aspects of a group. ![People Management Roles People Group Role.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Ax8ReZmTxExYQEuN-people-management-roles-people-group-role.png) For a detailed guide to creating people group roles, click [**here**](https://signature.signifyhr.co.za/books/people-management-d8c/page/user-and-access-management#bkmrk-user-roles "Create People Group Roles"). #### Success! Congratulations! You have successfully implemented the **People Management** module. For more details on how to use the module, view the next chapter: **[Chapter 4: Using the People Management module](https://signature.signifyhr.co.za/books/people-management-d8c/chapter/chapter-4-using-the-people-management-module "Using the People Management module")**. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Chapter 4: Using the People Management Module Once the **People Management** module is set up, users can leverage its full functionality to manage employee data and streamline HR processes. Understanding how to navigate and utilise the module effectively is key to maximising its value. This chapter provides step-by-step guidance on how to use the module for various tasks, including adding and updating employee details, tracking employee movements, and managing access rights. It also covers common actions that managers and HR teams need to perform on a regular basis. By learning how to use the **People Management** module efficiently, users can save time, reduce administrative burdens, and ensure that employee information is always accurate and up to date. # Create, Update, and View the Organisational Structure [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) ##### Create the organisational structure - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Organisational Structure** from the drop-down menu. ![People Management Organisational Structure Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RaQPtc2uOp532S1F-people-management-organisational-structure-menu-item.png) - Create an organisational structure based on the organisation’s size, goals, industry, and work style. Some examples of organisational structures: - - **Hierarchical structure** – based on levels of authority and responsibility - **Functional structure** – focuses on specialised roles or departments - **Divisional structure** – based on product lines, geographical locations, or customer types - **Team-based structure** – centred around project teams or cross-functional units - **Process-based structure** – focuses on workflow and end-to-end processes Hover over the name of a level to access the editing options. You can rearrange organisational levels by using the drag-and-drop feature. ![People Management Organisational Structure Main Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/NiDsDP5IyoNdqbu6-people-management-organisational-structure-main-screen.png) - To **add** a subordinate level, click the **plus icon** next to the relevant level name. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - Complete the details of the organisational unit. - - Enter the name and code of the organisational unit. - Choose the appropriate organisational level type from the dropdown menu. - Toggle the **Publish** option on or off as needed. - Toggle to enable new registrants to select this organisational unit when registering on the system. - If configured in the **master data**, the business location can be selected. To learn more about master data, navigate to the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance "Master Data Maintenance") part of this chapter. - Other additional information about the organisational unit can be added, but is not required. Click **SAVE ADD NEW** to add another subordinate level to the same organisational unit. Click **SAVE** when finished or click **CANCEL** to discard any changes. ![People Management Organisational Structure Add New Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/kJypqWHowYPA8MZK-people-management-organisational-structure-add-new-node.png) - Once you have finished creating your organisational structure, it may look similar to our example. ![People Management Organisational Structure Completed.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/CYdNZYrI6J7qCG1T-people-management-organisational-structure-completed.png) ##### Update the organisational structure - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Organisational Structure** from the drop-down menu. ![People Management Organisational Structure Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RaQPtc2uOp532S1F-people-management-organisational-structure-menu-item.png) - Click the **pencil icon** next to the name of an organisational level to **edit**. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - Update the details of the organisational level. Click **SAVE** when finished or click **CANCEL** to discard any changes. ![People Management Organisational Structure Edit Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8wR5DCE8OFs6kp8R-people-management-organisational-structure-edit-node.png) - To **delete** a level, click on the **trash bin icon** next to its name. Please note that a level cannot be deleted if it has: - - subordinate levels, - vacant positions, or - active positions. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - When deleting, provide a valid reason for the deletion, confirm that you acknowledge and agree to the action, and then click **DELETE**. If you wish to cancel the operation, click **CANCEL** to discard any changes. ![People Management Organisational Structure Delete Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/rdrdIMKxuwJHPhuN-people-management-organisational-structure-delete-node.png) - The green, yellow, and red icons next to an organisational level's name indicate filled, vacant, and inactive job positions, respectively. In our example, there are four filled positions, and no vacant or inactive positions. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - By clicking on the organisational level's name, the filled, vacant, and inactive **job positions** can be viewed on the right. - To move a position to another organisational unit, drag and drop it into the appropriate unit on the left. ![People Management Organisational Structure Move Jobs.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/DbVusxjgW11uqUZS-people-management-organisational-structure-move-jobs.png) ##### View the organisational structure - Navigate to the **Main Dashboard**, then click **MORE INSIGHTS** on the **My Colleagues** widget. ![People Management Organisational Structure Insights Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/y6D7QYkY4ER8JCrx-people-management-organisational-structure-insights-button.png) - The organisational structure will appear. You can expand the levels to view your reportees' subordinates. ![People Management Organisational Structure View Org Structure.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/GgGz6CTx42rC76g9-people-management-organisational-structure-view-org-structure.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Access the Job and Position Library [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) After establishing the organisational structure, we can proceed with creating job titles and positions using the **Job Management** functionality. In **People Management**, job titles, job positions, and roles serve different but connected purposes. - A **job title** defines the type of work or function. - A **job position** is a specific instance of that job title within the organisational structure and can be assigned to an employee. A job title can have many job positions. - A **role** defines what a user is allowed to do in the system based on permissions and access levels. Let us proceed with adding a job to the **Job Library**. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Job Management** from the drop-down menu. ![People Management Job Management Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RO517Tj6kTmV4uKu-people-management-job-management-menu-item.png) - This screen shows all the job titles, positions, and vacancies within your organisation. ![People Management Job Management Main Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BJASZ360ArL8GYtV-people-management-job-management-main-screen.png) - Click **+NEW JOB TITLE** to add a new job title. ![People Management Job Management New Job Title.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/7FlNq1C8hcT6fubV-people-management-job-management-new-job-title.png) - The **Job Details** screen will appear. - - Enter the job title and job code. - If the **master data** for the occupational category, occupational level, OFO code, and job grade data fields has been set up, you can select the appropriate data from the drop-down menus. To learn more about master data, navigate to the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance "Master Data Maintenance") part of this chapter. - You can toggle the **Critical Job** switch on and off as required. - Toggle to enable new registrants to select this job title when registering on the system. - Other additional information about the job title can be added, but is not required. Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![People Management Job Management Create New Job Title.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/9mKB8B9lGvbDlvqj-people-management-job-management-create-new-job-title.png) - A message will appear to confirm the successful creation of the job title. ![People Management Job Management Job Title Created Successfully.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pxbNvGULMerX8m04-people-management-job-management-job-title-created-successfully.png) - After saving the new job title, click **PUBLISH** to finalise and share it. ![People Management Job Management Job Title Publish Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3dbeYZpwpu3ztzqE-people-management-job-management-job-title-publish-button.png) - Toggle to confirm that you acknowledge and agree to the changes, then click **PUBLISH**. ![People Management Job Management Job Title Publish Confirmation.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/xrLeQrpoU0b8RpdE-people-management-job-management-job-title-publish-confirmation.png) - A message will appear to confirm that the job title was published successfully. ![People Management Job Management Job Title Publish Success Message.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8FrDsCDYjucyyoI9-people-management-job-management-job-title-publish-success-message.png) - Once the job title has been created, additional tab options will appear at the top of the screen. You can either set the **Requirements** for the role or click on the **Positions** tab to add new job positions associated with that role. Click on **Positions** to proceed. ![People Management Job Management Job Title Additional Tabs.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/FCj9kffTX6UoyPRV-people-management-job-management-job-title-additional-tabs.png) - The current positions linked to the job title will be displayed. Click **+NEW POSITION** to add a new position. ![People Management Job Management Create New Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KiWWlza6poNjlk4P-people-management-job-management-create-new-position.png) - The **Position Details** screen will appear. - - Enter the position title. The position code will be automatically generated. - Click the **Critical Position** toggle if required. - Click the **hand icon** to select the location in the organisation. ![People Management Job Management Save New Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bJWtEoODGQERz8nE-people-management-job-management-save-new-position.png) - In the pop-up window, select the location in the organisation for this position. - Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![People Management Job Management Create New Position Select Org Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/HSTBOoTuQxWVgqxi-people-management-job-management-create-new-position-select-org-node.png) - The pop-up window will close. Back on the **Position Details** screen, click **SAVE** to save your changes, or click **CANCEL** to discard your edits. ![People Management Job Management Save New Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bJWtEoODGQERz8nE-people-management-job-management-save-new-position.png) - You can return to **Job Management** to continue adding job titles and positions as needed. ![People Management Job Management Add Additional Titles and Positions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Goej6Bl70XiYp9hx-people-management-job-management-add-additional-titles-and-positions.png) - This screen shows all the job titles, positions, and vacancies within your organisation. ![People Management Job Management Main Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BJASZ360ArL8GYtV-people-management-job-management-main-screen.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # User and Access Management [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) #### Navigate to user and access management - Hover over the **sidebar menu** and click **People Management**. ![People Management Sidebar MEnu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Navigate to the **VIEW/EDIT PEOPLE** tab. ![People Management Appoint Person View Edit Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YK22oLM60LHEK9Fk-people-management-appoint-person-view-edit-button.png) - Hover over the card of the person you would like to transfer, then click the **pencil icon** to manage their profile. ![People Management Manage Person User Permissions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3N2xiEUOM8bIIYUb-people-management-manage-person-user-permissions.png) - On the **left-hand menu** on the person's profile, click on **USER PERMISSIONS**. ![People Management User Permissions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/6ZriwZS7AKH0DJxt-people-management-user-permissions.png) #### People Admin Permissions specify which users can view or edit the profile information of the person whose profile you are viewing. ##### Reporting Lines - Click **REPORTING LINE**. ![People Management User Permissions People Admin Reporting Line.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/LAh1btdneGt1XWb8-people-management-user-permissions-people-admin-reporting-line.png) - Select the **Reporting Type** from the drop-down menu, then click on the correct reporting line. In our example, we have chosen the Line Manager reporting line. ![People Management User Permissions People Admin Reporting Line Select.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/OmV1RvlOEHNc5UGp-people-management-user-permissions-people-admin-reporting-line-select.png) - Select **People Administrators** from the drop-down menu, and toggle to override permissions. *Please note that for the user to appoint new people, the user must be granted access at the organisational unit level (see the next section for more information).* - Select which fields in the **People Management** module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click **SAVE** when you are finished or **CANCEL** to discard your changes. ![People Management User Permissions People Admin Reporting Line Select Permissions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bmC21TEwWXNG3euf-people-management-user-permissions-people-admin-reporting-line-select-permissions.png) - You have successfully assigned people admin permissions based on a reporting line. ##### Organisational Unit - Click **ORGANISATIONAL UNIT**. ![People Management User Permissions People Admin Org Unit.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/lgCy6kqSTsmSDL6c-people-management-user-permissions-people-admin-org-unit.png) - Expand the organisational structure to find the correct organisational unit. ![People Management User Permissions People Admin Org Unit Select.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/U3gtslObSwbo8oJF-people-management-user-permissions-people-admin-org-unit-select.png) - Click the icon of an individual person to grant the user permission to access the data for users within that organisational unit only. ![People Management User Permissions People Admin Org Unit Select Only Org Unit.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/25cMYEcgj28MrwBP-people-management-user-permissions-people-admin-org-unit-select-only-org-unit.png) - Click the icon of a group of people to grant the user permission to access the data of users within that organisational unit and any subordinate units. ![People Management User Permissions People Admin Org Unit Select Org and Subs.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/txuEtxDGhR14lDQs-people-management-user-permissions-people-admin-org-unit-select-org-and-subs.png) - Confirm whether you would like to create the people group, then click **CONTINUE**. ![People Management User Permissions People Admin Org Unit Select Agree.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/uh2dlAq4yZaSyKuJ-people-management-user-permissions-people-admin-org-unit-select-agree.png) - Select **People Administrators** from the drop-down menu, and toggle to override permissions. Choose whether this user may appoint new people. Select which fields in the **People Management** module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click **SAVE** when you are finished or **CANCEL** to discard your changes. ![People Management User Permissions People Admin Org Unit Permissions Save.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/w9dshL7GvZpVTxsn-people-management-user-permissions-people-admin-org-unit-permissions-save.png) - You have successfully assigned people admin permissions based on an organisational unit. ##### Custom People Groups This method is ideal for managing access that doesn’t align with traditional org structures or reporting lines. If an administrator should have access to all employees in the system, assign them to the “All People” group. - Click **CUSTOM PEOPLE GROUP**. ![People Management User Permissions People Admin Custom People Group.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/PyY3oCLoM8YCwWcD-people-management-user-permissions-people-admin-custom-people-group.png) - Select the people group from the list. For more information on creating people groups, please visit [Create People Groups](https://signature.signifyhr.co.za/books/people-management-d8c/page/create-people-groups). ![People Management User Permissions People Admin Custom People Group Select.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YqaHoHvHI6MflE4R-people-management-user-permissions-people-admin-custom-people-group-select.png) - Select **People Administrators** from the drop-down menu, and toggle to override permissions. *Please note that for the user to appoint new people, the user must be granted access at the organisational unit level (see the previous section for more information).* - Select which fields in the **People Management** module the user may view or edit. Choose whether they may reset passwords, access users' performance agreements, or view documents. Click **SAVE** when you are finished or **CANCEL** to discard your changes. ![People Management User Permissions People Admin Custom People Group Permissions Select.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/fAkznTZvca3a3x5v-people-management-user-permissions-people-admin-custom-people-group-permissions-select.png) - Confirm whether you would like to override the permissions for people administrators, then click **CONTINUE**. ![People Management User Permissions People Admin Org Unit Permissions Override.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/dKEk5O8gX14bIqbX-people-management-user-permissions-people-admin-org-unit-permissions-override.png) - You have successfully assigned people admin permissions based on a custom people group. #### System Modules Admin These permissions grant users administrative rights for the following modules linked to Version 9 of Signify Software: - **Event Scheduling** - **Job Management** - **Translations** - **Learning Management** - **Organisational Structure** - **People Management** - **Performance Management** - **Report Builder** - **Ruleset Management** - **Tenant Management** When users are assigned permissions for these modules, they can: - Configure settings and features within each module, - Manage module-specific content, and - Carry out administrative actions. This guide will detail the features available to administrators of each of these modules. - On the **left-hand menu**, navigate to **System Modules Admin** and click **LINK ROLE**. ![People Management User Permissions System Modules Admin Start.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/ukpjl9IbUSHps9lV-people-management-user-permissions-system-modules-admin-start.png) - Select which modules you would like to grant the user administrative rights to. The module names are listed on the left, and the associated roles are listed on the right. Click **SAVE** when you are finished or **CANCEL** to discard your changes. ![People Management User Permissions System Modules Admin Link Role.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/zgkeZJezw83zjTKM-people-management-user-permissions-system-modules-admin-link-role.png) - When linking a role, note that some roles have specific responsibilities that can be toggled on and off. For example, see the tasks linked to a **Performance Management Administrator**. ![People Management User Permissions System Modules Admin Link Role Specifics.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BNf2qYk4eqOPAFU9-people-management-user-permissions-system-modules-admin-link-role-specifics.png) - Linked Roles can be deleted by clicking on the **dustbin icon**. ![People Management User Permissions System Modules Admin Delete Role.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/MdoC44eCOJZhWhcx-people-management-user-permissions-system-modules-admin-delete-role.png) - Confirm that you would like to revoke the user's permissions, then click **DELETE**. Click **CANCEL** to discard your changes. ![People Management User Permissions System Modules Admin Delete Role Confirmation.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/2hJrk07jfQosLjg9-people-management-user-permissions-system-modules-admin-delete-role-confirmation.png) - The roles and their associated responsibilities are described below. ##### Ruleset Management - A **Ruleset Administrator – Global** can do the following: - - Do actions on the **Product** tab, excluding product setup - Perform general management of all rulesets - Create rulesets - Edit all tabs - Manage notifications - A **Ruleset Administrator – Single** can do the following: - - Do actions on the **Product** tab, excluding product setup - Manage master data - Edit all tabs - Manage notifications ##### Tenant Management - A **Tenant Administrator** can do the following: - - Create new tenants - Update tenant details - Update subscriptions for products and licences - Update the expiry date for subscriptions - Delete tenants - View the tenant list - View details of tenants and their subscriptions ##### Translations - A **Language Administrator** can do the following: - - Manage languages in the Global section - Manage languages in the Products section - Manage languages in the Master Data section - Manage languages in the Library section - Can publish languages, thereby making them available on the system ##### Organisational Structure - An **Organisational Structure Administrator** can do the following: - - Manage the organisational structure - - Edit organisational levels - Delete organisational levels - Link positions to organisational levels - Move positions - Delete positions ##### People Management - A **People Management Administrator** can do the following: - - Manage master data - Manage people groups - Manage their own user access - Manage their own user data - Transfer people to another ruleset - Manage **Registration Access** requests ##### Performance Management - A **Performance Management Administrator** can do the following: - - Create, edit, and delete performance templates - Create, edit, and delete review years - Link review setups - Manage **Final Scores** for performance agreements - Perform bulk actions, such as: - - Linking templates - Deleting agreements - Manage master data - Manage a person's performance agreement - Moderate agreements - Perform quality assurance on performance agreements - Manage review setups - Manage the **General** section - Manage review periods - Manage review sections ##### Job Profiler - A **Job Management Administrator** can do the following: - - Manage job management - Manage job requirements - Manage positions ##### Report Builder - A **Report Builder Administrator** can do the following: - - Manage all reports - Manage their own reports - Create new reports - Copy reports - Run reports to retrieve data - Manage the **Reporting Category** master data - In order for **Report Builder** administrators to gain access to the **Report Builder** module, ensure you follow the steps listed below for **Report Data Access** and **Report Category Access**. ##### Learning Management - A **Learning Management Administrator** can do the following: - - Manage master data - Build and edit pathways - Build and edit assessments - Send email notifications from learning journeys - Edit the menu and image panel at the top of the LMS portal - Manage learning master data - Access submitted assignments - Configure gamification and rewards ##### Event Scheduling - An **Event Scheduling Administrator** can do the following: - - Manage master data - Manage events: - - Perform setup tasks for events - Manage templates - Handle attendee tasks and requests - Manage notifications - Perform reporting on events - An **Event Coordinator** can do the following: - - Manage events: - - Complete administrative tasks related to scheduling, attendance, and communication - For more information, visit our book on the **[Event Scheduling](https://signature.signifyhr.co.za/books/event-scheduling "Event Scheduling")** module. #### Additional Roles These permissions grant users administrative rights for the following modules linked to Version 8 of Signify Software: - **Dashboards** - Discussion Forums - Employee Evaluations - Training Scheduling - HR Processes - Job Profiler - Learning Management - Leave Management - Organization - Performance Management - Recruitment - Salary Review - SMS Engine - System Access - Talent Management - Translations - Workflow When users are assigned permissions for these modules, they can: - Configure settings and features within each module, - Manage module-specific content, and - Carry out administrative actions. This guide will detail the features available to administrators of each of these modules. - On the **left-hand menu**, navigate to **Additional Roles** and click **ADD MULTIPLE ROLES**. ![People Management User Permissions Additional Roles.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/gPMzzoibQ6OGGDW0-people-management-user-permissions-additional-roles.png) - In the pop-up window, select the roles you would like to assign to the user for each module. The module names are listed on the left, and the associated roles are listed on the right. Select the correct role from the drop-down menu. Click **SAVE** when you are finished or **CLOSE** to discard your changes. ![People Management User Permissions Additional Roles Select.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/OlVKJYHfUG0Fz93R-people-management-user-permissions-additional-roles-select.png) - Different roles with varying levels of access can be assigned to Version 8 modules. - - For instance, a **Learning Administrator** has full administrative rights for the module, while a **Knowledge Administrator** or a **Learning Manager** will have limited administrative rights, depending on the specific choices made. - The **Administrator** role will always have full administrative rights for each Version 8 module. - The roles and their associated responsibilities are described below. ##### Dashboards - Graphical insights and dashboards can be configured and customised to meet specific reporting and visualisation needs. ##### Employee Evaluations - The administrator can create periods, categories, participant roles, and participant assessments, create evaluations, and add participants. ##### Training Scheduling - This permission allows a user to fully configure and manage events within the system. It includes access to tools for event setup, templates, attendee tasks and requests, notifications, reporting, and event-related master data. - Users can manage their own events and employees, as well as perform administrative actions related to scheduling, attendance, and communication. ##### HR Processes - HR Processes permissions include the ability to configure workflows for processes submitted through **SigniBot**. - This configuration is handled on the **People Management Product Setup**, under **HR Processes**. ##### Job Profiler - Being a **Job Profiler Administrator** allows a user to manage job profiles, their associated requirements, and any linked jobs. ##### Learning - A **Learning Management Administrator** can do the following: - - Manage master data - Build and edit pathways - Build and edit assessments - Send email notifications from learning journeys - Edit the menu and image panel at the top of the LMS portal - Manage learning master data - Access submitted assignments - Configure gamification and rewards ##### Leave Management - Being a **Leave Administrator** allows a user to configure the Leave Management module, including setting up public holidays, leave rules, leave groups, and leave types. - The user can also link or update leave on a person’s profile, manage related master data, and view leave requests and history. ##### Organization - This permission allows a user to manage organisational levels and units (including editing and deleting), as well as link, move, and remove positions within jobs. ##### Performance Management - A **Performance Management Administrator** can do the following: - - Create, edit, and delete performance templates - Create, edit, and delete review years - Link review setups - Manage **Final Scores** for performance agreements - Perform bulk actions, such as: - - Linking templates - Deleting agreements - Manage master data - Manage a person's performance agreement - Moderate agreements - Perform quality assurance on performance agreements - Manage review setups - Manage the **General** section - Manage review periods - Manage review sections ##### Salary Review - **Salary Review Administrators** can configure related master data and access employee reviews. ##### System Access - This permission allows a user to manage registration access and fields, including related master data and the mandatory status of registration fields. ##### SMS Engine - An administrator on the **SMS Engine** can configure the SMS setup and manage SMS templates. ##### Global - Similar to the **Tenant** and **Ruleset Administrator** administration permissions in Version 9, the **Global Administrator** role allows a user to manage master data, perform actions on the **Product** tab, access the **Module Product Setup**, and update and manage the tenant’s configuration settings. #### Additional Reporting Rights Standard system reports are pre-configured, pre-deployed reports uploaded to the system that retrieve information from Version 8 modules. - Navigate to **Additional Reporting Rights**. Tick the report folders you would like to grant the user access to. Within each folder, complex reports and quick reports are stored. ![People Management User Permissions Additional Reporting Rights.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/GqKLELLTl5AFXsXT-people-management-user-permissions-additional-reporting-rights.png) - Expanding the cascading folders lets you grant the user access to specific reports by ticking the corresponding boxes. ![People Management User Permissions Additional Reporting Rights Reports.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/9wze3YBDZgUwGjzn-people-management-user-permissions-additional-reporting-rights-reports.png) - After selecting all required reports, click **SAVE PERMISSIONS**. ![People Management User Permissions Additional Reporting Rights.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/GqKLELLTl5AFXsXT-people-management-user-permissions-additional-reporting-rights.png) #### Report Data Access In order for **Report Builder** **Administrators** to gain access to the **Report Builder** module, ensure you follow the steps listed below. - On the **left-hand menu**, navigate to **Report Data Access** and click **SELECT DATA CATEGORIES FROM THE LIST**. ![People Management User Permissions Report Data Access.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/UvsTmMHv5kfPDYj2-people-management-user-permissions-report-data-access.png) - Select which data categories you would like to grant the user access to. Click **SAVE** when you are finished or **CANCEL** to discard your changes. ![People Management User Permissions Report Data Access Select Categories.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/ZK5AdF8NZU0vjWAg-people-management-user-permissions-report-data-access-select-categories.png) - To revoke a user's access to a report data category, click on the **dustbin icon**. ![People Management User Permissions Report Data Access Delete Categories.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/eDmBiZoLV7jEKtv7-people-management-user-permissions-report-data-access-delete-categories.png) - Confirm that you would like to proceed with the deletion, then click **DELETE** to proceed, or **CLOSE** to discard your changes. ![People Management User Permissions Report Data Access Delete.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/h9FpFUAvYbTEZwdu-people-management-user-permissions-report-data-access-delete.png) #### Report Category Access In order for **Report Builder** **Administrators** to gain access to the **Report Builder** module, ensure you follow the steps listed below. - On the **left-hand menu**, navigate to **Report Category Access**. Toggle the switches to grant users access to specific report categories. ![People Management User Permissions Report Category Access.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/iBcChlvxJlzmmcvR-people-management-user-permissions-report-category-access.png) #### User Roles To access a quick overview of the people linked to a specific role, use the **Product Roles and Permissions** feature of the **People Management** module. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Roles** from the drop-down menu. ![People Management Roles Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/h1GybEDA2rO7LzVC-people-management-roles-menu-item.png) - The **Product Roles** screen will appear. The table displays the various roles in the system, the standard permissions for each role, and the number of people linked to each role. ![People Management Product Roles and Permissions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/SfPUDxpYonjn2ztq-people-management-product-roles-and-permissions.png) - Click to view a summary of the people linked to a specific role. ![People Management Roles Click to View Linked Users.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KXxcFQD0K8xhjJbW-people-management-roles-click-to-view-linked-users.png) - To assign a specific role to specific people groups, navigate to **People Group Roles**. Click **+ROLE** to add a new role. ![People Management Roles People Group Role.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Ax8ReZmTxExYQEuN-people-management-roles-people-group-role.png) - Assign an appropriate name to this role. If the role requires managing people, tick the checkbox. Click **SAVE ADD NEW** to add another people group role, **SAVE** when finished, or **CANCEL** to discard any changes. ![People Management Roles Create People Group Role.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/wad6izXAlRcjaxiW-people-management-roles-create-people-group-role.png) - To delete a people group role, hover over the name and click the **dustbin icon**. ![People Management Roles Create People Group Role Delete.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/IVscoNPD4F2bLTaU-people-management-roles-create-people-group-role-delete.png) - Confirm you would like to proceed with the deletion and provide a valid reason. Click **DELETE** to remove the people group role, or **CANCEL** to discard your changes. ![People Management Roles Create People Group Role Delete Confirmation.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/UMtXWybTazhU2iQh-people-management-roles-create-people-group-role-delete-confirmation.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Master Data Maintenance [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) The **Master Data Library** serves as the foundational control layer for all standardised organisational data used across the system. Its purpose is to ensure that key reference data, such as genders, job titles, locations, document categories, and disciplinary outcomes, are centrally defined, consistently applied, and tightly governed. ![People Management Master Data Library.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/nVtVCcBggYggpHvG-people-management-master-data-library.png) Modules such as **Performance Management**, **Learning Management**, and **People Management** rely on master data setup to optimise certain features of these modules. It acts as a **single source of truth** for all structured, repeatable data elements used within employee profiles, processes, and reporting. Instead of allowing users to manually input free-text values, the system relies on predefined lists to maintain **consistency**, **accuracy**, and **alignment** across the organisation. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu Main Dash.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/v3p10z5Yq4rdgrkN-people-management-setup-and-configuration-menu-main-dash.png) - Select **Master Data** from the drop-down menu. ![People Management Setup and Configuration Menu Master Data.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/iBYHrjjbzRFkmTK0-people-management-setup-and-configuration-menu-master-data.png) - The **Master Data Library** will open. ![People Management Master Data Library.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/nVtVCcBggYggpHvG-people-management-master-data-library.png) - Use the **search bar** to filter by **People Management**. ![People Management Toolbar.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/exfVxoX8CfqZUO6O-people-management-toolbar.png) - For our example, we will configure master data for **Assets**. Most of the master data setup follows the same process, so these steps can be applied to any master data library entry. Click on the library item you would like to update. ![People Management Master Data Library – Assets.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/rhDQU3ZA9nQYzFtm-people-management-master-data-library-assets.png) - The master data configuration for **Assets** will open. Each master data library is constructed in a similar way for consistency. Each row represents a **specific asset item** (e.g. *Laptop, Monitor, Hard Hat, Gloves*), along with several configuration controls. ![People Management Master Data – Assets.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Ncqoeu8VQF0L6Ssm-people-management-master-data-assets.png) - - - **Order** Defines the display sequence of asset items. This determines how items appear in dropdowns or selection lists elsewhere in the system. - **Active** Indicates whether the asset is currently available for use. - Active items can be assigned to employees - Inactive items are hidden but retained for historical data integrity - **Asset Type ID** Groups assets into categories (e.g. *Hardware*, *Safety Gear*), helping with organisation and filtering. - **Default** Marks whether an asset is automatically selected or prioritised in certain contexts. Only specific items may be designated as defaults. - **Name** The label of the asset as it will appear to users across the system. - **Set Order By (button)** Allows administrators to reorder the list dynamically, typically via drag-and-drop or sorting logic. - **Required** Determines whether this asset must be captured or assigned in relevant processes (e.g. onboarding or equipment allocation). - **Last Edited (By User)** Displays audit information showing when the item was last modified and by whom, supporting traceability and governance. - To add a new master data entry, click **+ITEM**. ![People Management Master Data – Add Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BnojdNCcplmWAUDO-people-management-master-data-add-item.png) - Complete the form, noting which fields are **required** (marked by a **\***). Click **SAVE ADD NEW** to add another master data entry. Click **SAVE** when finished or click **CANCEL** to discard any changes. ![People Management Master Data – Add Item Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Qnk9N0uneHgX16If-people-management-master-data-add-item-screen.png) - The master data is now ready for use. In our example, we have configured master data for **Assets**. These master data library items will be used to populate the **drop-down** menus when adding an asset to a person's profile. ![People Management Master Data In Action – Assets.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/jUVIDcwwkuQ9WtKI-people-management-master-data-in-action-assets.png) ![People Management Master Data In Action – Assets Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/LXEHeb8rqe7ySJkD-people-management-master-data-in-action-assets-menu.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Bulk Additional Service Imports [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) The **Integrations** page serves as a central configuration and monitoring interface for managing automated data integrations between external systems and the **People Management** platform. Its primary purpose is to enable administrators to control how data is **imported**, **synchronised**, and **processed** across various system components, ensuring that organisational data remains accurate, up to date, and aligned with external sources. ![People Management Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Qr1gHRtD7cGYdqss-people-management-profile.png) To navigate to the **Integrations** page, click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/lXb1Bs02JjKZiJ32-people-management-setup-and-configuration-menu.png) Hover over **Ruleset Setup** in the drop-down menu. ![People Management Ruleset Setup Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/c9JOXLQvdZ0i3j0p-people-management-ruleset-setup-menu-item.png) Click **Integrations**. ![People Management Integrations Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YL0CKOtFL8Fz31Z0-people-management-integrations-menu-item.png) A significant portion of the **Integrations** page is dedicated to **Bulk Additional Service Imports**, which is divided into two key mechanisms: - Push imports, where external systems send data into the platform. - Pull imports, where the platform retrieves data from external sources on a scheduled basis. For our **People Management** module functions that require syncing, we will focus on **push imports**. Each import type is presented in a structured table displaying critical operational details, including the import name, scheduling frequency, last execution timestamp, and whether the import is currently active. ![People Management BASI Push.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/2hdeEQixwJnI9Uj2-people-management-basi-push.png) Examples of managed imports include user data, reporting lines, organisational structures, appointments, permissions, training data, and master data. This enables administrators to monitor integration health, identify inactive or unscheduled imports, and ensure that essential data flows are functioning as expected. To kick off an ad hoc synchronisation of data, such as after completing a **People Management** import using the import sheet, creating people groups, or updating a reporting line, click **REQUEST ALL DATA** to sync the whole data set. **For large data sets, this may take some time and may significantly affect system performance, so please use it with caution.** However, if you would only like to sync the changes you have made recently, click **REQUEST RECENT CHANGES**. ![People Management BASI Push Request.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/6QhQE67MQ1YPYxAX-people-management-basi-push-request.png) A message will appear, notifying you that the sync job has successfully staged. ![People Management BASI Push Request Scheduled.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/jDGOMgsg23dHkBxT-people-management-basi-push-request-scheduled.png) To set up a regular schedule for a sync job to run on certain data sets, such as user imports, appointment information, or master data, click the **Schedule** column. ![People Management BASI Push Schedule.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8QrlsEVXb3vfJg53-people-management-basi-push-schedule.png) Click to enable a schedule, then click **+ADD SCHEDULE** to create a new schedule. ![People Management BASI Push Schedule Create.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/msznPZ2P3jwJptuL-people-management-basi-push-schedule-create.png) Complete the schedule information. Click **SAVE** to confirm your changes, or **CLOSE** to cancel this process. ![People Management BASI Push Schedule Create Save.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/FtFWNl3id4uuqQr5-people-management-basi-push-schedule-create-save.png) It is recommended that these tasks be scheduled outside working hours, such as early in the morning or late in the evening, to prevent the synchronisation from affecting the user's experience, data loss, or system performance. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Create People Groups [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) A target audience, or a **People Group**, can be created to identify users based on specific criteria. The goal is to group users in a way that optimises processes such as: - reporting, - communication, - performance tracking, and - workforce planning. After successfully importing users into the system, **people groups** can now be created. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/lXb1Bs02JjKZiJ32-people-management-setup-and-configuration-menu.png) - Click **People Groups** in the drop-down menu. ![People Management People Groups Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/hwKAHynZZuAAUusJ-people-management-people-groups-menu-item.png) - You can create target audiences based on several factors. These include, but are not limited to: - - **Organisational factors** (department, team, location, reporting lines, etc.) - **Job-related factors** (job title, job level or grade, employment type, etc.) - **Tenure and employment history** (length of service, start date in company, etc.) - **Skills and competencies** (certifications and qualifications, soft skills, technical skills, etc.) - **System-related responsibilities** (administrative rights, project involvement, etc.) - For our example, we will be creating a people group based on an organisational unit. On the **left-hand menu**, click **Organisational Units**. ![People Management People Groups Menu Items.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/yArDLVp9vYW2nic5-people-management-people-groups-menu-items.png) - At the bottom of the screen, click **+PEOPLE GROUP**. ![People Management People Groups +People Group Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/r4HzaZITBsPqbFKm-people-management-people-groups-people-group-button.png) - Expand the organisational structure to find the organisational level you are searching for. - When creating a people group, you have two **inclusion options**: - - Include people only within that organisational unit, excluding users in subordinate levels. Do this by clicking the icon of an **individual**. ![People Management People Groups Select Org Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/9NKIS33gdoXVRQVZ-people-management-people-groups-select-org-item.png) - - - Include people within that organisational unit, as well as all subordinate levels. Do this by clicking the icon of a **group of people**. ![People Management People Groups Select Org Unit.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Dxr0hmtJQeaO8Aj5-people-management-people-groups-select-org-unit.png) - After selecting the type of people group you would like to create, click to acknowledge and agree. Click **CONTINUE** to proceed, or **CANCEL** to discard your changes. ![People Management People Groups Acknowledge Creation.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/LobB0x2uW1rdxcjB-people-management-people-groups-acknowledge-creation.png) - After creating people groups, it may take some time for them to sync with the system. To trigger the sync manually, follow the steps outlined in the **[Bulk Additional Service Imports](https://signature.signifyhr.co.za/books/people-management-d8c/page/bulk-additional-service-imports)** section of this chapter. [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Appoint, Transfer, or Terminate a Person [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) This guide focuses on the **People Management** module and the features available to the administrator. By following the outlined procedures, administrators can: - Add users manually - - Create an organisational structure - Define job titles and positions - Appoint a person in a position - Add users using an import - Transfer a person to a different position - Terminate a person ![People Management Main Dashboard.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/NSOI5I4ZRe4hGY30-people-management-main-dashboard.png) ### Add users Users can be added to the system in two ways: - Manually, using the **Organisational Structure**, **Job Management**, and **View/Edit People** functionalities, or - Using the import sheet. This guide will show both methods. #### Method 1: Add users manually To add new users to the system manually, it is essential that the following **prerequisites** are established: - The organisational structure must be developed. - Job titles and positions should be defined in the **Job Management** module. ##### Create an organisational structure - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Organisational Structure** from the drop-down menu. ![People Management Organisational Structure Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RaQPtc2uOp532S1F-people-management-organisational-structure-menu-item.png) - Create an organisational structure based on the organisation’s size, goals, industry, and work style. Some examples of organisational structures: - - **Hierarchical structure** – based on levels of authority and responsibility - **Functional structure** – focuses on specialised roles or departments - **Divisional structure** – based on product lines, geographical locations, or customer types - **Team-based structure** – centred around project teams or cross-functional units - **Process-based structure** – focuses on workflow and end-to-end processes Hover over the name of a level to access the editing options. You can rearrange organisational levels by using the drag-and-drop feature. ![People Management Organisational Structure Main Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/NiDsDP5IyoNdqbu6-people-management-organisational-structure-main-screen.png) - To **add** a subordinate level, click the **plus icon** next to the relevant level name. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - Complete the details of the organisational unit. - - Enter the name and code of the organisational unit. - Choose the appropriate organisational level type from the dropdown menu. - Toggle the **Publish** option on or off as needed. - Toggle to enable new registrants to select this organisational unit when registering on the system. - If configured in the **master data**, the business location can be selected. To learn more about master data, navigate to the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance "Master Data Maintenance") part of this chapter. - Other additional information about the organisational unit can be added, but is not required. Click **SAVE ADD NEW** to add another subordinate level to the same organisational unit. Click **SAVE** when finished or click **CANCEL** to discard any changes. ![People Management Organisational Structure Add New Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/kJypqWHowYPA8MZK-people-management-organisational-structure-add-new-node.png) - Click the **pencil icon** next to the name of an organisational level to **edit**. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - Update the details of the organisational level. Click **SAVE** when finished or click **CANCEL** to discard any changes. ![People Management Organisational Structure Edit Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8wR5DCE8OFs6kp8R-people-management-organisational-structure-edit-node.png) - To **delete** a level, click on the **trash bin icon** next to its name. Please note that a level cannot be deleted if it has: - - subordinate levels, - vacant positions, or - active positions. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - When deleting, provide a valid reason for the deletion, confirm that you acknowledge and agree to the action, and then click **DELETE**. If you wish to cancel the operation, click **CANCEL** to discard any changes. ![People Management Organisational Structure Delete Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/rdrdIMKxuwJHPhuN-people-management-organisational-structure-delete-node.png) - The green, yellow, and red icons next to an organisational level's name indicate filled, vacant, and inactive job positions, respectively. In our example, there are four filled positions, and no vacant or inactive positions. ![People Management Organisational Structure Options.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3rjdJomGvRmryFqM-people-management-organisational-structure-options.png) - By clicking on the organisational level's name, the filled, vacant, and inactive **job positions** can be viewed on the right. To move a position to another organisational unit, drag and drop it into the appropriate unit on the left. ![People Management Organisational Structure Move Jobs.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/DbVusxjgW11uqUZS-people-management-organisational-structure-move-jobs.png) - Once you have finished creating your organisational structure, it may look similar to our example. ![People Management Organisational Structure Completed.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/CYdNZYrI6J7qCG1T-people-management-organisational-structure-completed.png) ##### Define job titles and positions After establishing the organisational structure, we can proceed with creating job titles and positions using the **Job Management** functionality. - Click the **gear icon** to access the **Setup and Configuration** menu. ![People Management Setup and Configuration Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bTyLMstDYvsux77p-people-management-setup-and-configuration-menu.png) - Select **Job Management** from the drop-down menu. ![People Management Job Management Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RO517Tj6kTmV4uKu-people-management-job-management-menu-item.png) - This screen shows all the job titles, positions, and vacancies within your organisation. ![People Management Job Management Main Screen.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BJASZ360ArL8GYtV-people-management-job-management-main-screen.png) - Click **+NEW JOB TITLE** to add a new job title. ![People Management Job Management New Job Title.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/7FlNq1C8hcT6fubV-people-management-job-management-new-job-title.png) - The job details screen will appear. - - Enter the job title and job code. - If the **master data** for the occupational category, occupational level, OFO code, and job grade data fields has been set up, you can select the appropriate data from the drop-down menus. To learn more about master data, navigate to the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance "Master Data Maintenance") part of this chapter. - You can toggle the **Critical Job** switch on and off as required. - Toggle to enable new registrants to select this job title when registering on the system. - Other additional information about the job title can be added, but is not required. Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![People Management Job Management Create New Job Title.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/9mKB8B9lGvbDlvqj-people-management-job-management-create-new-job-title.png) - A message will appear to confirm the successful creation of the job title. ![People Management Job Management Job Title Created Successfully.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pxbNvGULMerX8m04-people-management-job-management-job-title-created-successfully.png) - After saving the new job title, click **PUBLISH** to finalise and share it. ![People Management Job Management Job Title Publish Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/3dbeYZpwpu3ztzqE-people-management-job-management-job-title-publish-button.png) - Toggle to confirm that you acknowledge and agree to the changes, then click **PUBLISH**. ![People Management Job Management Job Title Publish Confirmation.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/xrLeQrpoU0b8RpdE-people-management-job-management-job-title-publish-confirmation.png) - A message will appear to confirm that the job title was published successfully. ![People Management Job Management Job Title Publish Success Message.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/8FrDsCDYjucyyoI9-people-management-job-management-job-title-publish-success-message.png) - Once the job title has been created, additional tab options will appear at the top of the screen. You can either set the **Requirements** for the role or click on the **Positions** tab to add new job positions associated with that role. Click on **Positions** to proceed. ![People Management Job Management Job Title Additional Tabs.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/FCj9kffTX6UoyPRV-people-management-job-management-job-title-additional-tabs.png) - The current positions linked to the job title will be displayed. Click **+NEW POSITION** to add a new position. ![People Management Job Management Create New Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KiWWlza6poNjlk4P-people-management-job-management-create-new-position.png) - The position details screen will appear. - - Enter the position title. The position code will be automatically generated. - Click the **hand icon** to select the location in the organisation. - Click the **Critical Position** toggle if required. Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![People Management Job Management Save New Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bJWtEoODGQERz8nE-people-management-job-management-save-new-position.png) ![People Management Job Management Create New Position Select Org Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/HSTBOoTuQxWVgqxi-people-management-job-management-create-new-position-select-org-node.png) - You can return to **Job Management** to continue adding job titles and positions as needed. ![People Management Job Management Add Additional Titles and Positions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Goej6Bl70XiYp9hx-people-management-job-management-add-additional-titles-and-positions.png) ##### Appoint new users manually Since the organisational structure and the job titles and positions have been created, we can now add a new person to the system. - Hover over the **sidebar menu** and click **People Management**. ![People Management Sidebar Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Navigate to the **VIEW/EDIT PEOPLE** tab ![People Management Appoint Person View Edit Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YK22oLM60LHEK9Fk-people-management-appoint-person-view-edit-button.png) - Click **+PERSON**. ![People Management Appoint Person +Person Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/ZysmEo6daQQYYKYE-people-management-appoint-person-person-button.png) - Expand the organisational units to find the new position you have just created. ![People Management Appoint Person Select Org Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/vggRdQJbowaVFsdN-people-management-appoint-person-select-org-node.png) - Ensure the job title and the position title are correct, then click **+PERSON** to add a new person. ![People Management Appoint Person +Person Button on Org Structure.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/A765FoeMsUQQPf41-people-management-appoint-person-person-button-on-org-structure.png) - Use the user details screen to populate the information for the new user, taking note of the required fields (marked with a **\***). Update their reporting lines by clicking on the **hand icons**, and complete their appointment information. Click **SAVE & GO TO PROFILE** to finish setting up the new user's profile, or click **SAVE ADD NEW** to continue adding new users. Click **CANCEL** to discard your edits. ![People Management Appoint Person Fill in Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/DhZ4ApGyTivBs3NF-people-management-appoint-person-fill-in-details.png) - If you have selected **SAVE & GO TO PROFILE**, you will be taken to the user's profile page. Click **Welcome Notification** in the profile banner to send a welcome email to the new user. ![People Management Appoint Person Send Welcome Notification.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/yRvGK6fYVWidu5nM-people-management-appoint-person-send-welcome-notification.png) - Review the contents of the welcome email, then click **SEND**. This will send the user an email containing the system’s URL, their username, and a password reset link. ![People Management Appoint Person Send Welcome Notification Send Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/t1KtCwRzzPqVVzih-people-management-appoint-person-send-welcome-notification-send-button.png) - You may further revise the user's information in their profile, including updates to biographical details, appointment history, or access rights. Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![People Management Appoint Person Profile Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/lcAgP3yE6MxtoQwe-people-management-appoint-person-profile-details.png) Follow the above procedure to add users manually. This method is effective for adding small numbers of users at a time. Alternatively, follow **Method 2** below if you prefer to streamline the process and add many users at a time. #### Method 2: Add users using the import sheet Using an import sheet, you will: - establish the organisational structure, - create job titles and positions, - add new users, - add details pertinent to each user, such as their username, gender, addresses, and contact information, and - configure their reporting lines. ![People Management Import Employee Data Import File.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/xadcWSE3s4FYBv7p-people-management-import-employee-data-import-file.png) - Use the **sidebar menu** to navigate to **People Management**. ![People Management Sidebar Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Click this **ellipsis icon** to access the **Module-Specific Functions** menu. ![People Management Module-Specific Functions Menu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Bze5YOy23KOdLj81-people-management-module-specific-functions-menu.png) - Click **Import** on the drop-down menu. ![People Management Module-Specific Functions Menu Import Menu Item.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/du0Ig1X9fZAdmpLp-people-management-module-specific-functions-menu-import-menu-item.png) - Ensure the drop-down options are set to **People Management** and **Employee Data**. Click **PROCEED** to continue. ![People Management Import Employee Data.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/HZWEGcPcdPZdaEIv-people-management-import-employee-data.png) - To access the import sheet, click **DOWNLOAD IMPORT TEMPLATE**. ![People Management Import Employee Data Download Template File.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/h66J6WrGAHjkEAN3-people-management-import-employee-data-download-template-file.png) - Populate the downloaded Excel import sheet with the users' information. This procedure requires attention to detail to ensure the information on the system is accurate. Please do not hesitate to ask the Signify Consultant for assistance. ![People Management Import Employee Data Import File.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/xadcWSE3s4FYBv7p-people-management-import-employee-data-import-file.png) - Once the import sheet has been completed and checked for errors, click **UPLOAD IMPORT FILE**. ![People Management Import Employee Data Upload Import File.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/7rVkcgcSUj3q9EbZ-people-management-import-employee-data-upload-import-file.png) - Click on **IMPORT** to initiate the data validation and import processes. ![People Management Import Employee Data Import Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/TO0CAb209unK6EQJ-people-management-import-employee-data-import-button.png) - The import will be staged and will run in the background until completed. If the rows were staged correctly, your pop-up window will look like this: ![People Management Import Employee Data Import Staged.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/wh6a4j92ZLLM9w4q-people-management-import-employee-data-import-staged.png) - An **automatic user import** runs daily at midnight, and your newly added users will appear in the system. However, this task can be kicked off on an ad hoc basis if required. See the **Bulk Additional Service Imports** section at the end of this chapter for more information. ![People Management Integrations Ad-hoc Imports Success Message.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/K0M9O7cqebkogWkP-people-management-integrations-ad-hoc-imports-success-message.png) ### Transfer users Once a person’s role or position in the company changes, they can be transferred using the **People Management** module. - Hover over the **sidebar menu** and click **People Management**. ![People Management Sidebar MEnu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Navigate to the **VIEW/EDIT PEOPLE** tab. ![People Management Appoint Person View Edit Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YK22oLM60LHEK9Fk-people-management-appoint-person-view-edit-button.png) - Hover over the card of the person you would like to transfer and click on the **pencil icon** to manage their profile. ![People Management Transfer Person Manage Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/01sJ2oKL7rAqvycE-people-management-transfer-person-manage-button.png) - On the left-hand menu on the person's profile, click on **APPOINTMENT**. ![People Management Transfer Person Appointment.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Ntln4z7PSv8tYTBQ-people-management-transfer-person-appointment.png) - At the bottom of the screen, click on **TRANSFER PERSON**. ![People Management Transfer Person Transfer Person Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Ob9Xc1bs0utDHheE-people-management-transfer-person-transfer-person-button.png) - Expand the organisational structure to find the correct organisational unit. ![People Management Transfer Person Expand Org Nodes.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/c5N5bywVWYuL1oAN-people-management-transfer-person-expand-org-nodes.png) - Click the location in the organisation to which the employee is being transferred. ![People Management Transfer Person Select Org Node.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/5i4304YSDVROYzQ4-people-management-transfer-person-select-org-node.png) - Click on the employee’s new position on the right side of the screen. If the new position has not been created, you can do so by clicking **+POSITION**. Alternatively, you can select an existing position from the **Job Library**. ![People Management Transfer Person Click Vacant Position.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KUGPIro63CkHfI4U-people-management-transfer-person-click-vacant-position.png) - Complete the details of the transfer, then click **SAVE** to proceed or **CANCEL** to discard your changes. ![People Management Transfer Person New Position Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Nh4l1XgSNJxIc34T-people-management-transfer-person-new-position-details.png) - The employee’s previous position and new role are recorded in the **Appointment History** tab on the employee's profile. ![People Management Transfer Person Appointment History.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/SvSdx4XNrzmrA329-people-management-transfer-person-appointment-history.png) ### Terminate users When an employee's journey with a company concludes, they can be terminated using the **People Management** module. - Hover over the **sidebar menu** and click **People Management**. ![People Management Sidebar MEnu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Navigate to the **VIEW/EDIT PEOPLE** tab. ![People Management Appoint Person View Edit Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YK22oLM60LHEK9Fk-people-management-appoint-person-view-edit-button.png) - Hover over the card of the person you would like to terminate and click on the **pencil icon** to manage their profile. ![People Management Terminate PErson Manage Person.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/9BK3E8dKo5kUj5b8-people-management-terminate-person-manage-person.png) - On the **left-hand menu** on the person's profile, click on **APPOINTMENT**. ![People Management Terminate Person Appointment.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/6AkqhRmVk6YbCw4i-people-management-terminate-person-appointment.png) - At the bottom of the screen, click on **TERMINATE PERSON**. ![People Management Terminate Person Terminate Person Button.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/0iCoczmJwc50l6tu-people-management-terminate-person-terminate-person-button.png) - Complete the details of the termination, including their last day of service and their termination reason. Click **TERMINATE** to proceed with the termination, or click **CANCEL** to discard your edits. ![People Management Terminate Person Termination Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Mb7or2ufUSzq3dy5-people-management-terminate-person-termination-details.png) - Once the termination is complete, the person's profile will reflect the details of the termination. ![People Management Terminate Person Terminated Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KJqcTxDORS05bGaV-people-management-terminate-person-terminated-profile.png) - Terminated users can be viewed by clicking on the **TERMINATED** filter on the **People Management** dashboard. ![People Management Terminate Person Terminated Profile on People Management Dashboard.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/ngogj2q4LmC0kfB6-people-management-terminate-person-terminated-profile-on-people-management-dashboard.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Update a Person's Profile [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) ### For users: Update your own profile - Click on your **profile icon** at the top of the screen to access the **main menu**. ![People Management Update Person Own Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/khwbgYYTKgfO3EKR-people-management-update-person-own-profile.png) - Click **MY PROFILE** to view or edit your user profile. ![People Management Update Person View or Edit Own Profile.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/7zU0tUp4cgABmwii-people-management-update-person-view-or-edit-own-profile.png) - Your profile will open. Use the **left-hand menu** to navigate to the profile section you would like to update. Fields that are not editable will be greyed out. Update your information as necessary, then click **SAVE** to update your profile, or **CANCEL** to discard your edits. ![People Management Update Person Own Profile Page.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/srguWGOLDmMw6KSl-people-management-update-person-own-profile-page.png) - A message will pop up to confirm that your profile's details have been updated. ![People Management Update Person Saved Own Profile Page.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/AymXAJBHQNiVBQHk-people-management-update-person-saved-own-profile-page.png) - Please note that, based on your access permissions, you may not be able to view or edit some sections of your profile. If you encounter a problem, contact your system administrator to help with updating your information. - Click on your **profile picture** on your profile banner to update your photo. ![People Management Update Person Own Profile Picture.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/yrFskBWTUrK0yhaz-people-management-update-person-own-profile-picture.png) - Upload your new photo using the options provided. If enabled, you may also update your banner image. Click **SAVE** to update your profile, or click **CANCEL** to discard your edits. ![People Management Update Person Own Profile Picture or Banner Photo.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/eRdrDx6UUK49o2Nv-people-management-update-person-own-profile-picture-or-banner-photo.png) ### For administrators: Update a user's profile - Use the **sidebar menu** to navigate to the **People Management** module. ![People Management Sidebar MEnu.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BMuanDtfWTL1Stea-people-management-sidebar-menu.png) - Locate the person you would like to update, then click the **pencil icon** to manage their profile. ![People Management Update Person Manage.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/RSna5f3YH0DkCYna-people-management-update-person-manage.png) - The person's profile will open. Use the **left-hand menu** to navigate to the profile section you would like to update. ![People Management CORE.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/4QEZtBmxr9p1u1jo-people-management-core.png) #### Summary - Use the **left-hand menu** to navigate to **Summary**. - Use this screen as a quick reference to update details in the following sections: - - User particulars - Biographical information - Direct contact details - Physical work location - Residential address - Home postal address - Reporting lines - Edits made to this screen will be reflected in the relevant profile section. - Click **SAVE** to update the profile, or click **CANCEL** to discard your edits. ![People Management Profile – Summary.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/gYNqof7Y3ddkK0iv-people-management-profile-summary.png) #### Profile ##### Personal details - Use the **left-hand menu** to navigate to **Personal Details**. - Complete the fields such as username, name, surname, title, and known as. Fields marked with a red asterisk (**\***) are compulsory. - Provide additional biographical details, including gender, citizenship, marital status, and date of birth. - Click **SAVE** to update the profile, or click **CANCEL** to discard your edits. ![People Management Profile – Personal Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/wOb6zAGsI9n2wPFu-people-management-profile-personal-details.png) ##### Contact details - Use the **left-hand menu** to navigate to **Contact Details**. - Enter or update phone numbers and email addresses under **Direct Contact**. - Capture social media or platform-related details under **Social Contact**, where applicable. - Click **SAVE** to update the profile, or click **CANCEL** to discard your edits. ![People Management Profile – Contact Details.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/4nDQTkM8YwAdwq4C-people-management-profile-contact-details.png) ##### Address - Use the **left-hand menu** to navigate to **Address**. - Select the **Physical Work Location** and complete the associated address fields where required. - Review or populate the **Business Address**, which is linked to the organisational unit. - Enter the **Residential Address**, including suburb, city, province, country, and postal code. - Click **SAVE** to update the profile, or click **CANCEL** to discard your edits. ![People Management Profile – Address.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Di8ae4giE1JnPJ9m-people-management-profile-address.png) ##### Dietary requirements - Use the **left-hand menu** to navigate to **Dietary Requirements**. - Click **ADD** to capture a new dietary requirement. - Select and define the relevant dietary information as required. - Use **DELETE** to remove an existing entry, if necessary. ![People Management Profile – Dietary Requirements.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/uRSmQh6dcOqta7PM-people-management-profile-dietary-requirements.png) ##### Documents - Use the **left-hand menu** to navigate to **Documents**. - Upload required documents by clicking **UPLOAD**. - Review the document status: a **tick** indicates uploaded, and a **cross** indicates outstanding. - Use the sections for **Additional Documents**, **Documents You Received**, and **Recycle Bin** to organise and manage files. - Click **CANCEL** if you do not wish to proceed with uploads. ![People Management Profile – Documents.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/5gyT0lIStrRbXbNO-people-management-profile-documents.png) ##### Leave - Use the **left-hand menu** to navigate to **Leave**. - Enter the **Leave Group Start Date** and assign the appropriate **Leave Group** and **Work Schedule**. - Ensure the employee is linked correctly, as leave cannot be booked without these configurations. - Click **CONTINUE** to proceed with further leave configuration. ![People Management Profile – Leave.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/wiicTB6UXcNzbrv3-people-management-profile-leave.png) #### Extended Profile - Click on **EXTENDED PROFILE** to access the **Extended CORE** module’s advanced people management features. ![People Management Extended CORE.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/cDPzc3zkBvOY8yee-people-management-extended-core.png) ##### Permits - Click to navigate to **Permits**, then click **+PERMIT** to add a new permit. ![5 Permits 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pRAr2XAXfJwGI7Qi-5-permits-1.jpg) - Fill in the permit information, including the permit type, number, and validity. Please note that the fields marked with a red asterisk (**\***) are compulsory. - - The permit type forms part of the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![6 Permits 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/p8qlI6iRn7YoZvDO-6-permits-2.jpg) ##### Assets - Click to navigate to **Assets**, then click **+ASSET** to add a new asset. ![7 Assets 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/o3ve5TI8Eux8b4em-7-assets-1.jpg) - Fill in the asset information, such as the: - - Asset type - Asset item - Quantity - Description - Serial number - Issued date - Expected return date - Actual return date - Please note that the fields marked with a red asterisk (**\***) are compulsory. - - The asset item and asset type form part of the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![8 Assets 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/FZylSzlLq67CyrAh-8-assets-2.jpg) ##### Vehicles - If the employee is to bring vehicles onto the premises, the vehicle information can be captured by clicking **Vehicles**, then **ADD**. ![9 Vehicles 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/vMubmw6kiks5rjay-9-vehicles-1.jpg) - Fill in the vehicle’s information, such as the make, model, registration number, manufacture year, benefit type, and other useful information. Please note that the fields marked with a red asterisk (**\***) are compulsory. - Click **SAVE** when you are finished, **SAVE ADD NEW** to add another vehicle, or click **BACK TO LIST** to discard your edits. ![10 Vehicles 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/6Be2gXKEJK1pLbKV-10-vehicles-2.jpg) ##### Next of Kin - To capture the person’s emergency contacts or dependents’ information, click **Next of Kin** and then click **+NEXT OF KIN**. ![11 Next of Kin 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/2WjBTKVkb2W0OM0h-11-next-of-kin-1.jpg) - Use the form to capture the next of kin’s contact information. Please note that the fields marked with a red asterisk (**\***) are compulsory. - - The relationship type forms part of the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** when you are finished or click **CANCEL** to discard your edits. ![12 Next of Kin 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pqkVO5TDhWQ0vzuV-12-next-of-kin-2.jpg) ##### Criminal Record - If the employee has a criminal record, the information can be documented by clicking Criminal Record, then **ADD**. ![13 Criminal Record 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/AESIEjlxtgDkJOl9-13-criminal-record-1.jpg) - Capture the employee’s criminal record details, such as: - - Nature of the offence - Sentence imposed - Sentencing date - Sentence expiry date - Case number - Police station where the case was registered - Court name - Please note that the fields marked with a red asterisk (**\***) are compulsory. - - The nature of the offence forms part of the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** when you are finished, **SAVE ADD NEW** to add another record entry, or click **BACK TO LIST** to discard your edits. ![14 Criminal Record 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/w1gd50CteGr8Rmfp-14-criminal-record-2.jpg) ##### Licences - A list of licences required for the employee’s position, as well as any other licences the employee holds, can be documented by clicking **Licences**. To add a new licence, click Add Ad Hoc Licence. ![15 Licences 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/r0AEiqs0vfgntgLL-15-licences-1.jpg) - Complete the licence detail form. Please note that the fields marked with a red asterisk (**\***) are compulsory. - - Some of the licence detail fields can be set up in the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** to update the profile, or **BACK** to discard your edits. ![16 Licences 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/nYSCVddEjAMaPu1G-16-licences-2.jpg) - The licence data can be refreshed by clicking on Process Licences for this Employee. ![17 Licences 3.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/gbo4IVe6Wpo6TMnq-17-licences-3.jpg) ##### Medical History - The employee’s medical history can be documented by clicking on **Medical History**. - Capture the relevant details of the employee’s medical history, such as: - - General physical health - Systems’ health - Existing medical conditions - Occupational diseases - Past referrals to other specialists - Important medical history documents - Some of the medical history fields can be set up in the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. ![18 Medical History.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/EL6rD3SkkgoHod4G-18-medical-history.jpg) ##### Employee Funding - Employee funding, such as a bursary or an employee personal loan, can be documented by clicking on **Employee Funding** and then clicking on **ADD**. ![19 Employee Funding 1.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/c7bYSpARB79m7mIY-19-employee-funding-1.jpg) - Details of the employee’s funding can be captured by filling in the form. Please note that the fields marked with a red asterisk (**\***) are compulsory. - - Some of the employee funding fields can be set up in the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. - Click **SAVE** when you are finished, **SAVE ADD NEW** to add another record entry, or click **BACK** to discard your edits. ![20 Employee Funding 2.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/uSuQmhEGun2U8y2n-20-employee-funding-2.jpg) ##### Custom and Additional Fields - **Custom Fields**, **Additional Information**, and **Custom and Additional Information** are menu items that can be used to document additional information about the employee. These fields can be set up in the **master data**. To configure this, please see the [**Master Data Maintenance**](https://signature.signifyhr.co.za/books/people-management-d8c/page/master-data-maintenance) section later in this chapter. ![21 Custom Fields.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/LPkJHaOtQikFjt4P-21-custom-fields.jpg) ![22 Additional Information.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/BYboWil3rD9OKJiK-22-additional-information.jpg) ![23 Custom and Additional Information.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pMcmxyGvu9NkCW6j-23-custom-and-additional-information.jpg) ##### Hobbies and Interests - The employee’s hobbies and interests can be noted by clicking on **Hobbies and Interests**. Fill in the details about their hobbies and interests, then click **SAVE** when you are finished. ![24 Hobbies.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/jz7marVjRzk5rj5k-24-hobbies.jpg) ##### Notification Detail - Details about the employee’s notifications can be viewed by clicking on **Notification Detail**. ![25 Notification details.jpg](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/JV01tOt90xW2fRvP-25-notification-details.jpg) #### User Permissions Please see the **[User and Access Management](https://signature.signifyhr.co.za/books/people-management-d8c/page/user-and-access-management "User and Access Management")** section of this chapter for more information. ![People Management User Permissions People Admin Created.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Dt66dM012LYVDNGD-people-management-user-permissions-people-admin-created.png) #### Appointment ##### Appointment history - Use the **left-hand menu** to navigate to **Appointment History** to review the employee’s current and previous appointments. - Use **+APPOINTMENT** to add a new **Primary Appointment** or **Secondary Appointment**. - Use **+EMPLOYMENT HISTORY** to record previous employment at another company. - Review the **Start Date in Group** and **Start Date in Company** fields. - Use the available action buttons at the bottom of the screen to **TRANSFER PERSON**, **TERMINATE PERSON**, or **TRANSFER PERSON TO ANOTHER RULESET** when required. - Click **CANCEL** to exit without making changes. ![People Management Profile – Appointment History.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/oQkLbpkohhtTsiz7-people-management-profile-appointment-history.png) ##### Reporting lines - Use the **left-hand menu** to navigate to **Reporting Lines**. - Use the available lookup fields to assign the employee’s managers and related reporting roles. - Complete the relevant fields, such as **Line Manager**, **Secondary Reporting**, **Training Manager**, **PDP Approvers**, **Leave Manager**, **HR Officer**, and other listed roles, as required. - Use the search or lookup icons beside each field to select the correct person. - Click **SAVE** when you are finished or **CANCEL** to discard your edits. ![People Management Profile – Reporting Lines.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/SrJhV4UhRUsIODdb-people-management-profile-reporting-lines.png) ##### Additional reporting lines - Use the **left-hand menu** to navigate to **Additional Reporting Lines**. - Select the required reporting structure from the list. - Review the available roles, such as **Performance Manager**, **Line Manager**, **Department Manager**, **Training Manager**, and **PDP Approvers**, and assign the relevant manager details for each one. - This screen supports the system’s built-in workflows, so ensure the reporting structure is completed correctly before continuing. - Click **SAVE** when you are finished or **CANCEL** to discard your edits. - ![People Management Profile – Additional Reporting Lines.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/5lQhqSRmteQaPTFp-people-management-profile-additional-reporting-lines.png) #### Performance Management - Use the **left-hand menu** to navigate to **Performance Management**. - This feature allows you to view the user's performance agreement on their behalf. - Click **CONTINUE** to go to the **Performance Management** module. ![People Management Profile – Performance Management.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/I1iSISXbQIieTXFo-people-management-profile-performance-management.png) #### Training and Development ##### Learning Records - Use the **left-hand menu** to navigate to **Learning Records** to view and manage the employee’s training history. - Use **+ITEM** to add a new record, selecting from options such as Training, Unit, Programme, or Qualification. - Use **PRINT** or **IMPORT** to manage records externally. - Click **RESET ASSESSMENT ATTEMPTS** where applicable to reset training progress. - Use the view options to switch between **Full View** and **Summary View**. ![People Management Profile – Learning Records.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/Pg0vAugsN4FEdqqz-people-management-profile-learning-records.png) ##### Strengths and Weaknesses - Use the **left-hand menu** to navigate to **Strengths and Weaknesses**, then use the **Strengths** or **Weaknesses** tab to view the relevant records. - Click **ADD** to create a new entry or **DELETE** to remove an existing one, where applicable. ![People Management Profile – Strengths and Weaknesses.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/g9f4CuPL4kcDJHh5-people-management-profile-strengths-and-weaknesses.png) ##### Notes - Use the **left-hand menu** to navigate to **Notes** and use the search field to find an existing note. - Click **ADD** to record a new note or **DELETE** to remove an existing note, where permitted. ![People Management Profile – Notes.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/KBpcM9j6jy8QZ7zb-people-management-profile-notes.png) ##### Professional Membership - Use the **left-hand menu** to navigate to **Professional Membership** and search for the relevant membership record. - Click **ADD** to capture a new professional membership or **DELETE** to remove an existing one, where applicable. ![People Management Profile – Professional Membership.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/0Fyf60mJ1Vn9Kz8B-people-management-profile-professional-membership.png) ##### Assessment List - Use the **left-hand menu** to navigate to **Assessment List** to review the employee’s online assessment information. - Review the note on the screen carefully, as resetting assessment attempts will completely reset the assessment if the employee is involved in completed or in-progress attempts. ![People Management Profile – Assessment List.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/mmZayQ7436LaWRJ3-people-management-profile-assessment-list.png) ##### PDP - Use the **left-hand menu** to navigate to **PDP**. - Search for the appropriate personal development plan using the description, period, and date fields. - Complete the employment type target section for each relevant year, then click **SAVE** to store your changes. - Use **ADD** to create a new PDP or **DELETE** to remove one, where permitted. ![People Management Profile – PDP.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/voX1ofLgKkHy56BV-people-management-profile-pdp.png) ##### Talent Assessment - Use the **left-hand menu** to navigate to **Talent Assessment**. - Use the **ADD** button to start a new assessment. - Use **CLEAR** to clear the current criteria or search results when needed. ![People Management Profile – Talent Assessment.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/jChJxSt03TfzEYBS-people-management-profile-talent-assessment.png) ##### Talent Profiles - Use the **left-hand menu** to navigate to **Talent Profiles**. - Search for the required profile using the search field. - Click **ADD** to create a new talent profile or **DELETE** to remove an entry, where applicable. ![People Management Profile – Talent Profiles.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/pdHARXvb3JD7jk6a-people-management-profile-talent-profiles.png) #### Labour Relations ##### Complaints - Use the **left-hand menu** to navigate to **Complaints**. - Use the **Search** fields to find an existing record by name or date range. - Click **ADD** to capture a new complaint or **DELETE** to remove an entry, where permitted. ![People Management Profile – Complaints.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/YUFzgR9MTbalOt0I-people-management-profile-complaints.png) ##### Disciplinary Actions - Use the **left-hand menu** to navigate to **Disciplinary Actions**. - Review the employee’s **Current Transgressions** and **Expired Transgressions**. - Click **+TRANSGRESSIONS** to add a new disciplinary transgression record. ![People Management Profile – Disciplinary Actions.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/bVVad915E8n8jQyd-people-management-profile-disciplinary-actions.png) ##### Disciplinary Advanced - Use the **left-hand menu** to navigate to **Disciplinary Advanced**. - Use the search bar to find the required disciplinary record. - Click **ADD** to create a new disciplinary entry or **DELETE** to remove an entry, where permitted. ![People Management Profile – Disciplinary Advanced.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/WHU2whxdX6rYRZID-people-management-profile-disciplinary-advanced.png) ##### Dispute - Use the **left-hand menu** to navigate to **Dispute**. - Use the search criteria to locate the relevant dispute record. - Click **ADD** to create a new dispute record or **DELETE** to remove an existing one, where applicable. ![People Management Profile – Dispute.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/vjZyw6ELvibadJ4a-people-management-profile-dispute.png) ##### Grievances - Use the **left-hand menu** to navigate to **Grievances**. - Use the search fields to find an existing grievance record by name or date range. - Click **ADD** to capture a new grievance or **DELETE** to remove an entry, where permitted. ![People Management Profile – Grievances.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-03/50cYMhv4ZDQ55uDE-people-management-profile-grievances.png) #### Audit information ##### Who viewed the data? Tracks access logs showing who has viewed the employee’s data, supporting transparency and compliance. ![People Management Profile – Audit Info - Who Viewed the Data.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/jlmX4lRQOxeUJskm-people-management-profile-audit-info-who-viewed-the-data.png) ##### Sign-ins Monitors the employee’s system access history, including login activity for security and audit purposes. ![People Management Profile – Audit Info - Sign Ins.png](https://signature.signifyhr.co.za/uploads/images/gallery/2026-04/nEwfAvckGOmFbDdQ-people-management-profile-audit-info-sign-ins.png) [![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Chapter 5: FAQs Even with a well-designed system, users may encounter questions or uncertainties when working with the **People Management** module. Having clear answers to common queries helps ensure a smooth experience and minimises disruptions. This chapter compiles frequently asked questions related to the module’s functionality, troubleshooting common issues, and best practices for optimising usage. Topics may include login issues, permission settings, data entry guidelines, and integration queries. By addressing these common concerns, this section serves as a quick reference for users who need assistance, helping them resolve issues efficiently and continue using the **People Management** module effectively. # FAQs for Managers and Employees [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png)
What is the People Management module used for? ##### What is the People Management module used for? The **People Management** module is a centralised system used to manage employee information, organisational relationships, and key HR data. It provides a structured way for users to access people-related information, ensuring consistency, accessibility, and alignment with organisational processes. It also supports workforce visibility and engagement by allowing users to view colleagues, understand reporting structures, and interact through features such as Kudos.
What can I see on the People Management dashboard? ##### What can I see on the People Management dashboard? The dashboard is a centralised directory that displays employees across different views such as My Team, My Department, and My Company. It allows users to quickly locate individuals, understand team structures, and engage with colleagues. It serves as a single entry point into the workforce and improves visibility across the organisation.
Can I view other people’s profiles? ##### Can I view other people’s profiles? Yes, if activated, users can access other profiles according to their assigned permissions. Typically, employees can view colleagues within their team, department, or organisation, while administrators may have broader access. All visibility is controlled through role-based permissions, reporting lines, organisational units, or people groups.
Can I update my own profile? ##### Can I update my own profile? If the employee self-service functionality has been enabled, users can update certain parts of their profile . This depends on how the system has been configured. Some fields may be editable, while others may be restricted to administrators only.
What information can I maintain in my profile? ##### What information can I maintain in my profile? Your profile may include identity details, biographical information, contact details, addresses, reporting lines, and employment history. It may also include extended sections such as training, performance data, and other HR-related records, depending on system configuration and permissions.
Why can I edit some fields but not others? ##### Why can I edit some fields but not others? Field access is controlled by system configuration and permissions. Some fields are marked as view-only, while others are editable by users or administrators. If a field cannot be edited, it means your role does not have permission to modify it.
Can I see my reporting line and organisational structure? ##### Can I see my reporting line and organisational structure? Yes, users can view their position within the organisational structure. Through the dashboard and related features, you can see reporting lines, team members, and hierarchical relationships, helping you understand how your role fits into the organisation.
What is Kudos? ##### What is Kudos? Kudos is an engagement feature that allows users to recognise and interact with colleagues. It supports a positive workplace culture by encouraging appreciation and visibility across teams.
Can I access training or performance information? ##### Can I access training or performance information? In some configurations, users can view information related to training, performance, and development on their profiles. Access depends on permissions and how the system has been configured by administrators.
Why do different users see different information? ##### Why do different users see different information? The system uses role-based access control to determine what each user can see and do. Differences in roles, reporting lines, organisational units, and people groups result in different views and access levels for each user.
[![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # FAQs for Administrators [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png)
What is the role of an administrator in People Management? ##### What is the role of an administrator in People Management? Administrators are responsible for configuring the system, managing employee data, assigning permissions, and maintaining organisational structures. They also ensure **data accuracy**, **compliance**, and proper **governance** across the module.
What is required before setting up the module? ##### What is required before setting up the module? The only prerequisite is configuring the email server if the default system email is not used. This ensures notifications and system communications function correctly.
How do I activate and configure the module? ##### How do I activate and configure the module? Navigate to the **Setup and Configuration** menu and open **Product Setup**. From there, locate the **People Management** module, activate it, and configure the relevant settings and fields to suit organisational requirements.
What can be configured in Product Setup? ##### What can be configured in Product Setup? Administrators can configure field visibility, edit permissions, and required fields. They can also define username generation rules, default passwords, and validation settings such as ID number validation.
How do I manage master data? ##### How do I manage master data? Master data is maintained in the **Master Data Library** and includes standardised values such as gender, citizenship, titles, and more. Administrators should update this data before configuring fields in **People Management** to ensure consistency across the system.
How do I create or update the organisational structure? ##### How do I create or update the organisational structure? Access the **Organisational Structure** section from the **Setup and Configuration** menu. You can create levels, edit existing ones, and organise them using drag-and-drop functionality to reflect your organisation’s structure.
Can organisational units be deleted? ##### Can organisational units be deleted? Yes, but only if certain conditions are met. An organisational unit cannot be deleted if it has subordinate levels, active positions, or vacant positions. A valid reason must also be provided before deletion.
How do I interpret organisational structure status indicators? ##### How do I interpret organisational structure status indicators? Status indicators show the state of positions within an organisational unit. Typically, colours represent filled, vacant, or inactive positions, allowing administrators to quickly assess workforce distribution.
How do I create job titles and positions? ##### How do I create job titles and positions? Use the **Job Management** module to create job titles and assign positions. After creating and publishing a job title, positions can be added and linked to the organisational structure.
What is the difference between a job title and a position? ##### What is the difference between a job title and a position? - A **job title** defines a role, while a position represents a specific instance of that role within the organisation. - **Positions** are linked to organisational units and can be filled or vacant.
How do I manage user permissions? ##### How do I manage user permissions? Permissions are managed within a user’s profile under the **User Permissions** section. Administrators can assign access based on reporting lines, organisational units, or people groups, and define what users can view or edit.
What are people groups? ##### What are people groups? People groups are custom-defined groups of users based on organisational criteria. They are used for managing access, reporting, and communication, especially in large or complex organisations.
How do I assign administrative access to other modules? ##### How do I assign administrative access to other modules? Use the **System Modules Admin** section of a user's profile, and select **Link Role**. From there, you can assign administrative roles for various modules and configure their permissions accordingly.
How does the system support compliance and data governance? ##### How does the system support compliance and data governance? The system includes audit tracking, controlled permissions, and structured data capture. These features ensure accountability, traceability, and consistency across all employee data.
What access is required to appoint new employees? ##### What access is required to appoint new employees? To appoint new employees, a user must have access at the organisational unit level. Role permissions alone are not sufficient without the appropriate organisational access.
How do I decide which fields should be required or editable? ##### How do I decide which fields should be required or editable? This is configured in **Product Setup**. Administrators can define whether fields are required, view-only, or editable by users or administrators, ensuring alignment with organisational policies and data standards.
[![Signify Footer.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/ZOt8yZwhbiGx2d6U-signify-footer.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/ZOt8yZwhbiGx2d6U-signify-footer.png) # Chapter 6: Glossary To support users in mastering the **People Management** module, it is essential to provide necessary reference materials. These resources ensure that users can access detailed information whenever needed. This chapter can include templates, practical exercises, or links to additional support resources. It also provides documentation on updates and new features to keep users informed about changes within the system. Having access to well-structured reference materials allows users to deepen their understanding of the **People Management** module, troubleshoot independently, and fully utilise the system to enhance HR operations. # Glossary [![Signify Header.png](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/scaled-1680-/emW3hfMrZ1yIDMUv-signify-header.png)](https://signature.signifyhr.co.za/uploads/images/gallery/2025-02/emW3hfMrZ1yIDMUv-signify-header.png) ##### Access permissions Access permissions define what a user is allowed to view, edit, or manage within **People Management**. They are configured through roles, reporting lines, organisational units, or people groups, ensuring that users only interact with information relevant to their responsibilities and that sensitive employee data remains protected. ##### Address An address is the employee’s residential, postal, or work location information stored within **People Management**. It helps keep personal and workplace records accurate, supports communication, and ensures the organisation has reliable location details for each employee. ##### Administration Administration refers to the controlled area of **People Management** where authorised users manage system settings, access, and records. It supports secure configuration, data governance, and the consistent handling of organisational information. ##### Appointment An appointment refers to a person’s placement within the organisation, linking them to a specific position, job title, and organisational unit. It forms part of an employee’s profile and reflects their role, reporting structure, and employment history within the company. ##### Appointment history Appointment history is a structured record of an employee’s previous and current appointments within **People Management**. It provides visibility into role changes, movement across the organisation, and career progression over time. ##### Audit information Audit information is a detailed log of system activity in **People Management**, showing who accessed or modified data, what changed, and when it happened. It supports transparency, accountability, and compliance by making employee record activity traceable. ##### Audit tracking Audit tracking records all changes made within **People Management**, including who made the change, what was changed, and when it occurred. This functionality helps organisations trace updates, monitor data integrity, and support compliance with internal policies and external regulations. ##### Biographical details Biographical details are the core background details captured for an employee in **People Management**, such as gender, citizenship, race, marital status, and identification details. These fields help maintain complete employee records and support reporting and compliance requirements. ##### Biographical information Biographical information includes key personal and demographic details about an employee stored in **People Management**. These fields are structured and standardised to support consistency, compliance, and accurate employee records. ##### Contact details Contact details are the information used to reach an employee, such as telephone numbers, email addresses, and other communication details. They help ensure the organisation can contact the right person when needed and that records are kept current. ##### Critical job A critical job is a job title that has been flagged as strategically important to the organisation. This designation helps identify roles essential to business continuity, operational success, or specialised expertise, enabling organisations to prioritise planning, resourcing, and succession strategies. ##### Critical position A critical position is a specific role within the **organisational structure** that has been designated as important or high-priority. This flag highlights positions that require close monitoring, effective succession planning, or additional support to ensure organisational stability and performance. ##### Custom people group A custom people group is a user-defined collection of individuals grouped by specific criteria, such as roles, departments, or conditions. These groups are used to manage permissions, streamline reporting, and enable targeted communication, particularly when access requirements do not align with standard organisational structures. ##### Dashboard The dashboard is the main **People Management** screen that gives a quick view of employees and key actions such as search, browsing, and Kudos. It helps users find people and access important information quickly. ##### Data governance Data governance refers to the framework of controls and processes that ensure employee data within **People Management** remains accurate, consistent, secure, and compliant. It includes structured data capture, controlled editing permissions, audit tracking, and standardised data fields, all of which support reliable reporting and decision-making. ##### Default password A default password is the starting password assigned to a new user account in **People Management**. It is used for the first-time login before the user changes it. ##### Editable field An editable field is a data field within the system that users are permitted to update. Depending on the configuration, fields can be editable by administrators only or available for user self-service. This flexibility allows organisations to control data integrity while enabling appropriate levels of user interaction. ##### Employee profile An employee profile is a comprehensive digital record of an individual within the organisation. It includes personal details, contact information, biographical data, reporting lines, appointment history, and access to related modules such as **Performance Management**, **Learning Management**, and **PDP**. The profile serves as a central source of truth for all employee-related information. ##### Event Scheduling The **Event Scheduling** module is used to organise groups of people for events, sessions, or planned activities. It helps administrators manage attendance, participation, and scheduling more easily. For more information, visit our book on the **[Event Scheduling](https://signature.signifyhr.co.za/books/event-scheduling "Event Scheduling")** module. ##### Field editability Field editability is a setting that controls whether a field can be changed by administrators or employees. It helps protect important information and define who may update it. ##### Field visibility Field visibility is a setting that controls whether a field can be seen by administrators or employees. It helps manage access to information in a controlled way. ##### Filled position A filled position is a role within the organisational structure that currently has an employee assigned to it. The system distinguishes filled positions from vacant or inactive ones, allowing administrators and managers to quickly assess workforce allocation and capacity. ##### Job Management **Job Management** is the module used to create, manage, and maintain job titles and associated positions within **People Management**. It enables administrators to define roles, assign them to organisational units, and manage vacancies, supporting structured workforce planning and organisational clarity. ##### Job position A job position is a specific instance of a job title within the organisational structure. It represents an actual placement that can be assigned to an employee and is linked to a particular organisational unit. Each position is unique, even if multiple positions share the same job title, and positions can be classified as filled, vacant, or inactive. ##### Job title A job title represents a standardised role category within the organisation, such as a specific function, profession, or level of responsibility. It serves as a template that outlines the general purpose of a role and can be linked to multiple positions within the organisational structure. ##### Job title vs job position vs role In **People Management**, job titles, job positions, and roles serve different but connected purposes. - A **job title** defines the type of work or function. - A **job position** is a specific instance of that job title within the organisational structure and can be assigned to an employee. A job title can have many job positions. - A **role** defines what a user is allowed to do in the system based on permissions and access levels. ##### Kudos Kudos is a recognition feature in **People Management** that allows employees to acknowledge or appreciate colleagues. It encourages a positive workplace culture and makes peer recognition easy and visible. ##### Labour relations Labour relations is the area used to record workplace issues such as complaints, grievances, disputes, and disciplinary matters in **People Management**. It helps maintain a clear record of formal employee relations activity. ##### Learning records Learning records are records of training or learning activities completed by an employee in **People Management**. They help track progress in development and provide a history of completed learning activities. ##### Master data Master data refers to the standardised reference data used across the system, including values such as citizenship, gender, marital status, titles, and relationship types. This data is centrally managed to ensure consistency, reduce duplication, and support accurate data capture across employee profiles. ##### My Company My Company is a view in **People Management** that shows employees across the wider organisation. It allows users to browse beyond their own team or department. ##### My Department My Department is a view in **People Management** that shows employees within the user’s department. It helps users focus on the people in their immediate business area. ##### My Team My Team is a view in **People Management** that shows the employees directly linked to the user through reporting lines or team structure. It provides a quick view of the people in the user’s working area. ##### Organisational structure The organisational structure defines how the organisation is arranged into levels, departments, and reporting relationships in **People Management**. It provides a visual and functional representation of how teams and roles are connected, supporting workforce planning, reporting, and navigation within the system. ##### Organisational unit An organisational unit is a section of the company structure, such as a department, division, branch, or team. It helps group employees according to the organisation’s internal structure and supports hierarchy, access, and reporting. ##### Particulars Particulars are the core identity details of an employee in **People Management**, including name, surname, username, title, and preferred name. They form the basic identity information used to locate the employee in the system. ##### People administrators People administrators are users with elevated permissions within **People Management**. They are responsible for managing employee data, configuring system settings, assigning roles and permissions, maintaining organisational structures, and ensuring data compliance and accuracy. ##### People group A people group is a defined selection of individuals based on specific criteria, such as their position in the organisational structure, reporting line, location, or other conditions. People groups help determine access, audiences, and system processes for selected employees. ##### People Management The **People Management** module is the part of the system used to manage employee information, organisational structures, roles, and permissions. It integrates with other HR modules to support processes such as **Performance Management**, **Learning Management**, **HR Processes**, and **PDP**, while ensuring data accuracy and operational efficiency. ##### People Management dashboard The **People Management** dashboard is a centralised interface that displays all employees within the organisation, organised into views such as My Team, My Department, and My Company. It provides a single entry point for users to locate individuals, understand team structures, and engage with colleagues. ##### Performance Management **Performance Management** is the area used to manage performance-related information such as reviews, goals, and evaluation records. It supports structured tracking of employee performance and development within the organisation. For more information, visit our book on the **[Performance Management](https://signature.signifyhr.co.za/books/performance-management-sq2 "Performance Management")** module. ##### Permissions override Permissions override allows administrators to adjust or replace default access settings for specific users. This provides flexibility in managing access where standard role-based permissions do not meet organisational needs, while still maintaining control over data visibility and editing rights. ##### Product role A product role is a system role that gives a user access to specific features or areas of the product. It helps control what each user is allowed to do in the system. ##### Product setup Product setup is the configuration area where administrators control how **People Management** operates. This includes activating the module, defining field requirements, managing visibility and edit permissions, and aligning system behaviour with organisational policies and data standards. ##### Profile management Profile management refers to the process of creating, viewing, and maintaining employee records within **People Management**. It ensures that all employee data is structured, consistent, and up to date, supporting efficient HR operations and accurate reporting. ##### Profile summary A profile summary is a quick overview of an employee’s key information in **People Management**. It gives users a concise snapshot of the person’s record without requiring them to open every detail. ##### Reporting line A reporting line defines the relationship between employees in terms of hierarchy, indicating who reports to whom. It is used in **People Management** to establish organisational structure, manage permissions, and support workflow processes such as approvals and performance tracking. ##### Reporting lines group A reporting lines group is a group of employees linked by who they report to or work under. It is useful for organising employees according to the management structure and for applying access or reporting logic. ##### Required field A required field is a field that must be completed before a record can be saved in **People Management**. It helps ensure that important information is captured and that records remain complete. ##### Role A role refers to a set of system-defined responsibilities and permissions assigned to a user within **People Management**. Roles determine what actions a user can perform, such as viewing, editing, or managing data, and are central to role-based access control. Unlike job titles and positions, which describe organisational structure and employment, roles are focused on system access and functionality. ##### Role-based access control Role-based access control is a system where permissions are assigned based on predefined roles. Each role determines what actions a user can perform and what data they can access, ensuring consistent and secure management of system functionality. ##### Self-service Self-service allows employees and managers to view and update their own information within the system. Depending on configuration, users can maintain personal details, access records, and engage with organisational processes without requiring administrator intervention. ##### Sign-ins Sign-ins are records of login activity for an employee or user account in **People Management**. They help track when the account was accessed and provide a useful audit trail of system entries. ##### Standard permissions Standard permissions are the default actions allowed by a role, such as viewing, editing, or managing certain areas of the system. They define the basic access granted to a user and form the starting point for access control. ##### System modules admin System modules admin is the area where administrative roles are assigned across different system modules. It enables organisations to control which users can configure settings, manage content, and perform administrative actions within specific modules. ##### Training and Development This area of a user's profile is used to track learning, development, assessments, and related growth activities for an employee in **People Management**. It supports ongoing employee development and record keeping. ##### User permissions User permissions are the access rights that determine what a user can see or do in **People Management**. They help protect information and control user actions based on the user’s role and assigned access level. ##### Vacant position A vacant position is a role within the organisational structure that does not currently have an employee assigned to it. Identifying vacant positions helps organisations manage recruitment, workforce planning, and resource allocation effectively. ##### View/Edit People View/Edit People is the functionality that allows authorised users to open and update employee records in **People Management**. It gives access to people’s information for review and maintenance. 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