Assign Permissions to Staff

Control access to by assigning permissions to staff profiles

Updated over a week ago

Permission levels determine what each staff member is able to view and edit in

The default permission levels are Admin, Manager and Employee.


Admins can access everything in and can also assign permissions to other staff.


Managers can manage the schedules, timesheets and leave for teams that they are a Manager Of.


The Employee permission gives the ability to record worked hours, submit leave applications and be scheduled in This is the permission required for anyone who uses for their own employment.

Employees are allocated to teams that they work in. The teams and employee ‘Works in’ determines where they can be scheduled, and which managers will be able to manage those employees.

Admins or Managers who also use for their own employment will also need the Employee permission level assigned in addition to their manager or admin permission level.

The below table is a summary of the main differences between the permission levels:




Can have timesheets

Can be scheduled

Edit organization settings

Assign user permissions

Edit schedule

Approve leave

Approve timesheets

Customize default permission levels

What each permission level can do can be customized under Settings > Permissions. Examples of actions you can restrict include:

  • The ability to see costs

  • The ability to approve leave

  • The ability to edit / approve timesheets

  • The ability to see the full schedule / leave calendar for a Team or Location

  • The ability to enter Time Off.

Advanced permissions customization

You can create and edit permission levels. To see how, refer to the Customize permission levels guide.

Granting account access

New staff gain access to via an invitation email. If the blue 'Invite to' button is visible on the employee profile, that means this employee is yet to be sent an invitation to join the account.

Removing Account Access

Account access is removed by deactivating the employee profile or clicking 'Unlink profile' under the email field of a profile.

Best practices for managing security and privacy

  • Consider who has visibility of employment records now, and match these people to the correct permission level.

  • Test the impact of changes to permission level structures by having an admin select 'see as' in profile circle drop down to confirm what the role is able to see and do in the account.

  • When any permissions are added or removed from a user, an audit trail will be left below the employee profile detailing when the change was made, and who made the change.

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