Creating a custom group in Permissions

A permission group is a set of employees with the same authority within the Factorial platform. In simpler terms, it is a designated group with identical permissions. Custom groups let you group users with similar access needs—ideal to avoid repetitive setup. For example, you might need to create a dedicated authorisation group for Managers, IT team, and Finance team.

Factorial provides two permissions groups by default:

• Administrators
  • Individuals in this group have full power over the platform
• Default employees

To create a custom group:

1. In the Permissions section, click New custom group
2. Enter a clear, descriptive group name (e.g., “Time-off managers”)
3. Click Save to create the group

 

Assigning permissions to a group

Define what group members can view or manage—time off, reports, employee data, etc.

1. Open the created group
2. Review available options for roles like Employees, Managers, Team Leaders, or Time-Off Supervisors
3. Toggle the necessary permissions on or off based on responsibilities
4. Click Save to apply

Adding users to a Permission group

Once configured, you’ll need to include team members in the group. You can add or remove members from the permissions groups anytime you need.

1. Within the group, select the Employees tab
2. Click the ( + ) icon
3. Use Assign an employee to search and select users
4. Click Save to confirm

You can Select all the members of a specific filter; you can do it with just one click.

 

Adding external users

1. In the group you want to add the external user, head to the External users tab
2. Click the ( + ) icon
3. Use Assign an external user to search and select users
4. Click Save to confirm

Configure group visibility permission 

Visibility is an additional security setting that you can configure for your permission group. You can choose which employees and their information can be viewed by members of the permission group.

1. Open the Permission group
2. Click on Visibility tab
3. Selects which employees and information about them can be viewed by members of this group. You have four options to choose from:
   • The whole company: includes everyone registered as an employee in the company.
   • Dynamic group: automatically includes all employees of the selected groups. The group will not be editable.
   • Their own: includes everyone with the selected relationship to the group members.
   • Manual selection: includes all manually selected employees. You will be able to add or remove employees later.
4. Click on Save changes

You can also do it by clicking on the three dots next to the group name in the Permissions page.

 

Move employees from one permission group to another

If you want to do it individually, you need to:

1. Open the permission group
2. Click on the Employees tab
3. Click 3 dots on the employee you want to move
4. Select the option Move to another group
5. A pop-up will appear where you can choose which group you want to move the employee to

If you want to do it in bulk: 

1. Open the permission group
2. Click on the Employees tab
3. Click on + and choose Add employees
4. All the employees will appear (even if they are in another group)
5. Select the employees you want to add and click on Save
   • You can filter them by Permission group

     

6. It will automatically move the selected employees to the group you chose

How to duplicate a Permissions group

The Duplicate Permissions group feature lets you copy all permissions from an existing group into a new group. You can then modify individual permissions as needed without having to reconfigure everything manually.

1. Locate the permissions group you want to duplicate
2. Click the three-dot menu (⋮) next to the group name
3. Select Duplicate from the dropdown menu

FAQ

1. Can I remove someone from a group?
   All employees must belong to a permission group, so instead of removing them, you need to move them to another group. To do so, go to the Employees tab, click the three-dot menu next to their name, select Move to another group, and choose the new group.
    
2. Can I delete a custom group?
   Yes, but first you need to move all employees assigned to that group into a different permission group. Once the group is empty, you’ll be able to delete it.
    
3. What about Administrator roles?
   Users with an Administrator role have full access to all features and data by default. You don’t need to assign them to any custom permission group.
    
4. Who can remove an access permission?
   Only the person who originally granted the access permission can remove it.