Before getting started
If you're setting up Poplee Core HR for a client with various international entities, or if you're adding an international entity to an instance, you'll probably encounter multiple issues:
- Some data items should not be available for all countries
- A data item may be required for certain populations but not others
- Regional admins should only see their population and, as a result, only the data for that population
- Onboarding and offboarding procedures as well as warning settings are different
Some of these issues can be resolved. This help sheet has been created to recommend the optimal settings to counter them and explain the remaining limitations.
How to set up data items that are specific to certain countries
Poplee Core HR does not offer the "regulation" concept like other Lucca solutions. This concept allows you to define a set of rules applicable to an establishment list. However, you can reproduce this effect by creating specific sections and a particular role setup.
Creating sections for each establishment/population
Viewing and editing access permissions are set up for sections, and not for data items. The first step involves creating specific sections for each country/population when they contain data items that should only be available to one particular population.
This means that you may have a section containing 10 data items shared with the entire instance, but one additional data item is required for just one country. You'll then need to create the section with the 10 shared data items, duplicate it, and then add the additional data item. Don't forget to add the target population as a prefix/suffix to make your settings simpler.
You need to do the same thing for all sections.
Creating secondary roles for each population
If you set up a single role for an admin who has access to multiple countries, you'll encounter the following issue: when the admin goes into the HR file of an employee from Population A, they'll also see sections specific to Population B, which is not what you want. Furthermore, incomplete data from these "non-required" sections will be shown as missing if they are marked as required.
The idea is therefore to create a secondary role for each population. This role will be attached to only one establishment (for example, UK) and will mean that only the sections relevant to this population can be viewed/edited.
You can keep the other setup permissions for the primary role.
Please note: If multiple establishments have exactly the same setup for the HR file, you can create a single role that grants access to these establishments.
Assigning secondary roles to admins according to their management scope
Once you've set up the roles, you'll need to assign them to admins. If an admin only manages the UK, they'll only have this secondary role, and a general admin will have all of the secondary roles needed.
This will therefore allow you to make sure that an admin who has access to all populations will only see the sections for the employee that they're currently looking at. Incomplete data in sections for other populations will not be marked as missing because, technically, the admin won't have permission to view them for that employee.
Remaining limitations
With the settings suggested above, administrators will get the impression that they have different HR files according to the population in question.
However, there are still a few issues in terms of keeping populations separate, especially in terms of setup items.
Anyone with access to the settings of the HR file will see all of the sections and data items, including those that don't concern them. There is therefore a risk that if they edit them by mistake, the settings of neighboring populations will be affected.
The same issue goes for onboarding, where all templates will be visible to all administrators.
To limit this issue, it's recommended that you only give settings access to a central admin. This recommendation applies to all Lucca solutions.