Restrict administrator access by legal entity

Purpose

This article explains how to assign admin permissions based on specific legal entities within HRStop.
This feature is particularly useful for organizations that operate under an umbrella company structure with multiple legal entities or group companies, allowing each administrator to manage data and employees belonging only to their assigned entity.

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When you may need this

• When your organization has multiple legal entities or subsidiaries managed under a single HRStop account.
• When you want entity-level administrators (e.g., HR or Finance Heads) to manage only their entity’s data and employees.
• When you want to maintain data separation and compliance across different registered business entities.

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Prerequisites

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

1. Your organization must be subscribed to the Multi-Legal Entity setup under HRStop Enterprise Services.
   This setup is a value add-on feature available only to Enterprise subscribers.
   You can enable it from Control Panel → Settings → Enterprise Features.
   For more information, refer to Multi-Entity Setup in HRStop.
2. You must have at least two legal entities created in your HRStop account.
   This is necessary to assign admin permissions specific to each entity.
3. The Enterprise Feature “Enable User Permissions Based on Locations and Entities” must be turned ON.
   Go to Control Panel → Settings → Enterprise Features and turn this ON.

Once these options are configured, you can assign entity-specific admin permissions.

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

Note: Only administrators with permission to manage the Settings and Security modules can assign admin permissions at the entity 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 to assign from the multi-select dropdown based on the access required.
7. Map the employee to one or more entities using the entity 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 entities.

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Example

Suppose your organization operates two legal entities — Entity A and Entity B:

• Administrator A is assigned to Entity A and can manage only employees mapped to that entity.
• Administrator B is assigned to Entity B and can manage only data and users under that entity.
• Administrator C, who has access to all entities, can view and manage data for both A and B.

This ensures secure, entity-specific administration while maintaining visibility for overall company heads or global HRs.

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Other admin permission options

If your organization uses Enterprise Features, you can also assign admin permissions at the Location or Business Unit level.
For more 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 their respective entity before assigning admin permissions.
• Review entity-level permissions periodically to ensure they reflect your current company structure and reporting hierarchy.
• Multi-Entity access is available only for Enterprise subscribers — contact HRStop Support if you want to enable this feature.

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Related articles

• Multi-Entity Setup in HRStop
• How to Grant Administrator Access in HRStop
• How to Assign Admin Permissions at Location Level
• How to Assign Admin Permissions at Business Unit Level