Permission Templates

As you add new users to your Management team, you can make quick updates to their permissions in just a few clicks! Create a template that will apply default permissions to newly created Managers/Assistant Managers, and bulk update the assigned users should their permissions change. 

SKIP AHEAD TO:
Access your Permission Templates
Apply your permission Templates
Add Multiple Permission Templates
> Levels/ Custom User Types/ Permissions

> Add/Edit Permission Templates
Frequently Asked Questions

⚠️ Access to this feature may require an upgrade from your current plan.

⚠️ Only Admins are able to create default permission templates within their Company Settings.

⚠️ Depending on the user type, you'll be able to create a maximum number of templates:

    • Level 1 (Admin) has all permissions by default and cannot be customized.
    • Level 2 (Managers) and Level 3 (Assistant Managers) can have up to 10 permission templates each.
    • Level 4 (Employees) does not allow customized permissions.

Access your Permission Templates

  1. Log in to the web app as an Admin.

  2. In the left navigation bar, select Settings > Company Settings > User Permissions:


  3. Click on the pencil icon Screen_Shot_2022-10-28_at_9.54.21_PM.png, next to the user type you would like to edit the permission template for.

    Screenshot_2023-04-07_at_1.04.31_PM.png

  4.  Below you'll find the default Manager Permission Template, use the checkboxes to enable/disable any default permissions.

    Default Manager Permissions

    Exclusive to new 7shifts restaurants. Here are the permissions that are enabled for new Managers by default:
    Screenshot 2023-08-14 at 4.04.43 PM.pngScreenshot 2023-08-14 at 4.05.23 PM.png

  5. Click Save to complete these changes.

Apply your Permission Templates

There are a few ways you can apply your Permissions Templates. Click on the various options below to learn more:

While creating a new user profile

Upon employee creation, you'll have the option to apply the Default Permission Sets from the User Type drop-down menu:

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While updating an employee profile
  1. In the left navigation bar, select Team > Employees. Once on the Employees page, find the user you would like to update and click on their profile to expand it.

  2. Click Permissionson the left-hand menu.

  3. Click Reset to template settings:
    Screen_Shot_2022-12-01_at_4.01.02_PM.png
    The user's permissions will update and match the template that you had set up for this user level-type:

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'Employees Assigned' - bulk manage assigned users

Quickly manage the users that are assigned to a template in a few simple clicks!

  1. In the left navigation bar, hover over the 7shifts logo > click on Company Settings > User Permissions tab:



  2. Click on the pencil icon Screen_Shot_2022-10-28_at_9.54.21_PM.png, next to the user type you would like to make changes to.

  3. A list of employees that are assigned to this template will appear on the right.
    To navigate this list, you can use the search bar to find a specific employee, or use the arrows to flip through the pages (each page view will list 15 users).

    Screenshot_2023-04-07_at_1.06.55_PM.png

    1. To add unique permissions for a single user. Click on the More options icon  Screen_Shot_2022-12-01_at_5.26.25_PM.png  next to a user's name > View profile, and you'll be redirected to their individual user profile. From here, you can further customize their unique permissions in addition to the permissions set by the template:

          ⚠️ Please note: any unique permissions, in addition to the template, are only assigned to the user - and do not make any changes to the template itself or other users on it.  


      Screenshot_2023-04-07_at_1.07.15_PM.png


    2. To add multiple users to this template, click on + Assign.

      Screenshot_2023-04-07_at_1.07.33_PM.png

      Next, use the search bar or arrows to locate specific employees, and click the checkboxes to select the user(s) to be added. 

      assign3.png

      When you're ready, click Assign x employees to complete these changes!

      If there are no users assigned to this template, you will instead click Assign employees:

      Screenshot_2023-04-07_at_1.07.59_PM.png

      ⚠️ Please note

      New accounts will show every user (for example, every Manager) because adding a new employee will automatically assign them to this template:

      Screen_Shot_2022-12-01_at_5.55.09_PM.png

'Employees Assigned' - bulk update templates and permissions

When making updates to a Permission Template, you will have the option to propagate the changes to all the assigned users at the same time.

  1. In the left navigation bar, hover over the 7shifts logo > click on Company Settings > User Permissions tab:



  2. Click on the pencil icon Screen_Shot_2022-10-28_at_9.54.21_PM.png, next to the template you would like to make changes to

  3. Make any necessary changes to the default permissions. Depending on your user type, you'll be create a maximum number of templates:

    • Level 1 (Admin) has all permissions by default and cannot be customized.
    • Level 2 (Managers) and Level 3 (Assistant Managers) can have up to 10 permission templates each.
    • Level 4 (Employees) does not allow customized permissions.
  4. Click Save.

  5. In the Update assigned users pop-up window, you can review the added Permissions and the users that are currently assigned to the user type (for example, a list of all users that were given a Manager user type):

    Screen_Shot_2022-12-02_at_8.59.24_AM.png

  6. Select the users you would like to add these permissions to, or checkmark All assigned users to select them all:

    Screen_Shot_2022-12-02_at_9.00.37_AM.png

  7. Click Save & update selected users to complete these changes.

    You have successfully updated the template and the permissions of the selected users!

Add Multiple Permission Templates

If you have more roles than Manager or Assistant Manager and need to give each of them unique controls, this article is for you!

With multiple Permission Templates, you can ensure that each group of Managers has the appropriate level of control over the tasks they are responsible for, without having to manually configure permissions for each new user. Additionally, bulk updating permissions can save time and reduce the risk of errors when making changes to the permissions of multiple users at once.

⚠️ Prerequisites
⚠️ Access to create multiple Permission Templates may require an upgrade from your existing plan.

⚠️ Only Admins can set up and access levels and user types.

⚠️ Managers/Assistant Managers with permissions (can add employees, can edit employees)  can apply user types below their access level upon Employee creation.

⚠️ Depending on the user type, you'll create a maximum number of templates:

    • Level 1 (Admin) has all permissions by default and can have 1 permission template.
    • Level 2 (Managers) and Level 3 (Assistant Managers) can have a maximum of 10 permission templates each.
    • Level 4 (Employees) does not allow customized permissions and can have 1 permission template.

permissions


Levels/ Custom User Types/ Permissions

When your account has access to build multiple Permission templates, the definition of levels, user types and permissions undergoes a slight change. Use the dropdown buttons to revisit the meaning of these terms:

Levels

The hierarchy of access control between users is determined by their respective levels.

When it comes to levels, a higher level equates to greater access. Level 1 provides the highest level of authority/access, while level 4 has no authority/access.

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Let's say, Ayana, Lukas, and Liam have all submitted time off requests for the holiday season.

  • Aleya (Level 1) can approve all levels and their time off requests.
  • Ayana (Level 2) can approve Lukas' (Level 3) and Liam's (Level 4) time off requests.
  • Lukas (Level 3) can approve Liam's (Level 4) time off request.
  • Liam (Level 4) will not be able to approve any time off requests.
User Types
A User Type refers to the position that an employee holds within your organization - separate from Roles which are used for scheduling purposes. User types are used to group employees with similar access needs and permissions together, making it easier to control their level of access to 7shifts features and functions.
⚠️ Levels 2 & 3 can have multiple user types, available to be set upon employee creation.

⚠️Only Admins can create user types.
Levels 2 & 3  will be able to use them subsequently when creating an employee.

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For example, Ayana (Level 2) is tasked to create a user profile for new hire Lukas Johnson. He needs to be a Department Manager (Level 3).

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When creating a profile, Ayana will see only see the options for Level 3 & 4 user types in the Employee Type dropdown. The reason Ayana is limited to these options is because :

  • users that share the same Level cannot access each other's profiles 
  • users can only access profiles from the level below them

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Once Lukas has been assigned Department Manager, Lukas receives the level + permission set that comes along with the user type. 

Permissions
These are the set of permissions that you've given to a user to determine which features they have access to. You can bulk edit them with Permission Templates.

Otherwise, navigate to a user's unique permissions by heading to Team > click on an Employee's name > select Permissions on the left-hand menu:

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Add/Edit Permission Templates

After Permission Templates have been added, Admins can continue to manage them in the following ways:

⚠️ All user types, including those in Levels 1 & 4, can be renamed.

⚠️ Template names must be unique.
Add a Template

When creating multiple Permission Templates, levels 1 & 4 have a limit of 1 template per user type. While levels 2 & 3 can have a maximum of 10 templates for each user type.

  1. In the left navigation bar, head to Settings > Company Settings > User Permissions.

  2. Click on + Add Template.

  3. Enter a Template name:
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  4. Select an Access level from the dropdown.

    Level 2 & 3 can only access their assigned locations, and manage users below their own access level and features they have permission for.
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  5. Checkmark or select all the permissions you'd like this template to default to.

  6. Scroll to the bottom of the page and hit Save. 
Rename a template
⚠️ All user types, including those in Levels 1 & 4, can be renamed.

⚠️ Template names must be unique.
  1. In the left navigation bar, head to Settings > Company Settings > User Permissions.

  2. Click on the pencil icon next to a template.

  3.  Edit the Template name:

    mceclip0__29_.png

  4. Click Save.
Change permissions in a template
  1. In the left navigation bar, head to Settings > Company Settings > User Permissions.

  2. Update the template's permissions by using the checkmarks to enable/disable them.

  3. Click Save.

  4. In the pop-up window, use the checkmarks to apply the updated permission set to the existing users assigned to this template. 

    mceclip7.png

  5. Click Save & update selected users.

Add users to a template
  1. In the left navigation bar, head to Settings > Company Settings >  User Permissions.

  2. Click on the pencil icon next to a template. 

  3. Click + Assign:  

    mceclip0__30_.png


  4. In the pop-up window, search and select new users to add to this template:

    mceclip8.png

  5. Click Assign x employees.

  6. Scroll to the bottom of the page and click Save.
Delete a Template
⚠️ Please note that deleting a template is a permanent action and cannot be undone.

⚠️ When a template is deleted, every user that was assigned to the template will be assigned to the default template of the same access level (i.e. Manager, Assistant Manager).  

  1. In the left navigation bar, head to Settings > Company Settings >  User Permissions.

  2. Click on the More options  Screen_Shot_2022-12-01_at_5.26.25_PM.png  icon next to a template.

  3. Click Delete:

    mceclip0__31_.png


  4. Please note the implications of deleting a template.
        1. Removes all employees from the template
        2. All employees from the template will be moved to the default template
        3. Permanently deleted the template and all connections to it 

  5. When you're ready, type 'DELETE' to complete these changes.

FAQs

Q: When updating a user's permissions, does it update the Permission Template too?

A: No, the update is a one-way sync from the Permission Template to the user. Updating a user's permission will not make any changes to the Permission Template. If you would like to update the default permissions of a template, you will need to do this from within your Company Settings.

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