Restricting a Sensitive Template (e.g. Performance Reviews) to Specific Roles

This article explains how to set up the HR manager role in Xenia. You will learn how to configure permissions and access to sensitive forms across multiple locations.

1. Understand HR Manager Role

In any organization, some forms should never be visible to frontline staff. A performance notice, disciplinary counselling form, or sensitive quality audit isn't just private — it's legally and operationally important that only the right people can see it exists, let alone submit or view it.

Xenia gives you full control over this at the template level. A frontline cashier logging into Xenia can have the daily opening checklist on their screen and be completely unaware that a performance notice form even exists in the workspace. It's invisible to them — not hidden behind a lock — simply not there from their perspective.

This article walks through exactly how to configure that.

2. Create HR Manager Role Permissions

Click Create New Role.

Create HR Manager Role Permissions

3. Setup HR Manager Role

Set up the role details for the HR manager role.

Setup HR Manager Role

4. Setup HR Manager Role

When creating the HR manager role, the key permissions are access operation templates. You should turn them on so they can use the forms. Manage template should be turned off so they can't accidentally edit or archive anything.

Setup HR Manager Role

5. Disable Admin Controls For HR

Turn off any task management and admin controls. This role is for form submission and record view, not operational administration.

Disable Admin Controls For HR

6. Setup Homepage Layout

For the homepage layout, use default view or a custom HR dashboard. Unlike a frontline employee whose home screen should be their task list, an HR manager navigates to their forms directly. A task list on their home screen just adds clutter they don't need.

Setup Homepage Layout

7. Click Create Role

Click on create a role to create the role of HR manager.

Click Create Role

8. Set Location Membership Scope

When you invite the HR manager, set their location membership to all the stores they cover. If they're regional HR, that's all stores in their region. Central HR covers all locations. This membership controls which stores they can select when submitting a form, and which submissions they can see under Tier 2 or Tier 3 visibility under Submission Access.

Set Location Membership Scope

9. Set Submission Viewing Scope

Locking down a sensitive template requires configuring three things independently:

Layer 1 — Can Submit (Template Access): Who can see and complete this template at all.

Layer 2 — Can Edit (Template Access): Who can modify the template structure.

Layer 3 — Submission Access: Who can view past completed submissions.

Getting all three right is what creates true restriction. Configuring only one or two leaves gaps.

Set Submission Viewing Scope

Assign HR Submit Access Templates
Configuration Summary Table

Setting	Frontline (Cashier, Cook)	Store Manager	HR Manager	Admin
Can Submit	❌ Not listed	✅ Listed	✅ Listed	✅ Listed
Can Edit	❌ Not listed	❌ Not listed	❌ Not listed	✅ Listed
Submission Access	—	Tier 1 or 2	Tier 3	Tier 3
Private on Mobile	—	Applies	Optional	Can override
Template visible?	❌ Invisible	✅ Visible	✅ Visible	✅ Visible

6. Common Sensitive Templates to Lock Down

Most orgs should restrict access to:

Performance Notice / Disciplinary Counseling forms
Employee incident reports (non-safety related)
Manager walkthrough audits (restrict from frontline)
Pay or compensation-related forms
Internal quality audit scoring (restrict submission to auditors only)
HR onboarding forms with personal employee information

General operational checklists (daily opening, temperature logs, cleaning checklists) typically don't need restriction — they're designed for broad frontline use.

Need Help?
Reach out to our support team at Support@xenia.team

Restricting a Sensitive Template (e.g. Performance Reviews) to Specific Roles

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Restricting a Sensitive Template (e.g. Performance Reviews) to Specific Roles

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