1. Why can't this role see terminated or not-yet-active employees?
The user scope filter lets you define whose data a role can access, but the available filters are limited to: Teams, direct reports, specific users, and locations. Employee status (e.g. terminated, not yet active, pre-boarding) is not a filter option. This means it is not possible to grant or restrict access to employees based on their employment status alone. If visibility of pre-boarding or terminated profiles is needed, consider using a broader scope and managing visibility at the cycle or survey level instead.
2. A role is configured but doesn't show up in the dropdown when I try to assign it. Why?
A custom role only becomes available to assign once it has been fully configured in the Feature Access Matrix. Simply creating the role name is not enough. If the role still does not appear, check two things: only a Super Admin can assign the Admin or HRBP role (users cannot self-assign), and after any permission changes are made, the affected user needs to log out and log back in for the changes to take effect.
3. Why does the Manager / Indirect Manager role show 0 users assigned?
This is expected behaviour. Manager and Indirect Manager are dynamic roles and are not manually assigned. Leapsome automatically applies them based on your org chart: whoever is listed as someone's manager in their employee profile is automatically treated as having the Manager role for that person. The "0 users assigned" count in the interface reflects that no one is manually assigned to these roles, which is correct.
4. I gave someone a role but they're seeing too much or not enough data. Why?
There is an important distinction to understand: the Feature Access Matrix controls which features and screens a role can access (e.g. can they open the Reviews module?). It does not control whose data they see. Data visibility is determined by the role's user scope setting. Additionally, if a user has multiple roles, their scopes are additive: they will see the combined set of people from all their roles. If you want to restrict what someone sees, make sure every role assigned to them has a narrowly defined scope.
5. Can a manager see their team's learning path progress? Can a role see review participants and status without seeing the actual results?
Some of these combinations are not currently supported by the Feature Access Matrix. For example, it is not possible to grant a role access to see who is enrolled in a review cycle (participants and status) without also giving them access to the results. Similarly, access to Learning path progress for a team is subject to specific role limitations. If you are unsure whether a specific combination is possible, reach out to support before building a workaround, as some of these are known product limitations.
6. Why can't users with my custom access role see 'new joiners' in the employee list?
This is a separate, dedicated permission that needs to be explicitly enabled. In the Feature Access Matrix, there is a specific 'View new joiners' setting. Even if a custom role has broad access to the employee list, users will not see the new joiners section unless this toggle is turned on for their role. Go to the Feature Access Matrix, open the custom role, and make sure 'View new joiners' is enabled.