Roles & Permissions
What employees, managers and HR admins can do in Holiday Ocean 360, how roles are assigned, and a side-by-side comparison of their permissions.
Three Core Roles
Holiday Ocean 360 uses three roles, each with clearly defined permissions. Roles control what users can see and do across the platform.
Employee
The default role assigned to every team member.
| Permission | Access |
|---|---|
| View own leave balances and history | Yes |
| Submit leave requests | Yes |
| Track request status and view decision explanations | Yes |
| Cancel pending or upcoming requests | Yes |
| View other employees’ balances | No |
| Approve or reject requests | No |
| Modify policies or settings | No |
Manager
Assigned to department heads and team leads. Managers see only their own department and sub-departments.
Everything an Employee can do, plus:
| Permission | Access |
|---|---|
| View team’s pending requests in the Approvals page | Yes |
| See team capacity and conflict information | Yes |
| Approve, reject, or escalate leave requests | Yes |
| Propose alternative dates to employees | Yes |
| Approve requests via email | Professional plan+ |
Managers can only see requests from employees in their department and sub-departments. They cannot view requests from other teams.
HR Admin
Full administrative access to the entire organization.
Everything a Manager can do, plus:
| Permission | Access |
|---|---|
| Configure leave types and policies | Yes |
| Manage policy assignments | Yes |
| Build and modify the department hierarchy | Yes |
| Adjust employee balances with documented reasons | Yes |
| View the full audit log | Yes |
| Export data to CSV / Excel (plan dependent) | Yes |
| Manage users and invitations | Yes |
| Configure approval modes and holiday calendars | Yes |
Every balance adjustment made by an HR Admin requires a reason. This is recorded in the audit log for compliance and transparency.
Role Assignment
Assign roles when inviting users or update them later from Organization → Users:
- Open the user’s profile
- Click the
Roledropdown - Select the role to assign
- Click
Save Changes
A user holds exactly one role at a time. Department managers receive approver permissions automatically when assigned as the head of an Org Structure unit, even if their role is
Employee.
Role Comparison
| Capability | Employee | Manager | HR Admin |
|---|---|---|---|
| Submit leave requests | Yes | Yes | Yes |
| View own balances | Yes | Yes | Yes |
| Approve/reject requests | — | Yes | Yes |
| View team capacity | — | Yes | Yes |
| Configure policies | — | — | Yes |
| Access audit log | — | — | Yes |
| Manage users | — | — | Yes |
| Export data | — | — | Yes |