Restrict administrator access by location

Purpose

This article explains how to assign admin permissions to employees based on specific locations within HRStop.
This feature helps multi-location organizations delegate control, so that each administrator can manage only the employees, data, and modules associated with their assigned location(s).

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When you may need this

• When your organization operates across multiple offices or regions.
• When you want administrators or HR managers at each location to manage only their local employees.
• When you want to maintain data security by limiting visibility to location-level admins.

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Prerequisites

Before assigning admin permissions at the location level, make sure of the following:

1. Your organization must have at least two locations created in HRStop.
   To add locations, navigate to Control Panel → Settings → Modules → Location, and create multiple locations from there.
   For detailed steps, refer to How to Add Locations in HRStop.
2. The Enterprise Feature “Enable User Permissions Based on Locations and Entities” must be turned ON.
   This is a value add-on feature available only to organizations subscribed to Enterprise Services.
   You can enable it from Control Panel → Settings → Enterprise Features.

Once these settings are configured, you can assign location-specific admin permissions.

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Step by step: how to assign admin permissions at the location level

Note: Only administrators with access to the Settings and Security modules can assign admin permissions at the location level.

1. Log in as an Administrator who has permission to manage the Settings module.
2. Navigate to: Control Panel → Settings → Security.
3. Scroll down to the Admin Permissions section.
4. On the right side, locate the section to assign permissions.
5. Select the employee who should have admin access from the dropdown list.
6. Choose the admin permissions from the multi-select dropdown based on the level of control required.
7. Map the employee to one or more locations using the location selector.
8. Click Submit to save the changes.
9. The employee must log out and log in again to view the updated permissions for the assigned locations.

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Example

Suppose your organization has two locations — Location A and Location B:

• Administrator A is assigned to Location A and can manage only employees mapped to that location.
• Administrator B is assigned to Location B and can manage only employees from that location.
• Administrator C, who has access to all locations, can manage employees from both A and B.

This setup ensures each admin handles only their own branch or region while maintaining overall data control and security.

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Other admin permission options

If your organization uses Enterprise Features, you can also assign admin permissions at the Entity or Business Unit level.
For details, refer to the Related Articles section below.

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Pro tips

• Make sure that each employee’s profile is correctly mapped to the appropriate location before assigning admin permissions.
• Review location-level permissions periodically to ensure they align with organizational changes.
• Use Enterprise Features only when your subscription includes multi-location or multi-entity access.

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Related articles

• How to Add Locations in HRStop
• How to Grant Administrator Access in HRStop
• How to Assign Admin Permissions at Entity Level in HRStop
• How to Assign Admin Permissions at Business Unit Level in HRStop