User Permission Templates

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.

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

• Suki (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.

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).
 

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

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

 

• Schedule
  • Can manage schedules
  • Can delete schedules
  • Can manage labor targets
  • Can manage sales projections
  • Can manage templates
  • Can approve/decline shift pool requests
  • Can manage events
• Employees
  • Can add employees
  • Can edit employees
  • Can manage employee certifications
  • Can manage performance log and view performance insights
  • Can approve their own time off
  • Can approve/decline employee time off requests
  • Can edit and delete approved time off requests
  • Can manage other employees' availability
  • Can manage roles
  • Can manage tasks
  • Can manage time punches
  • Can manage exceptions
  • Can view shift feedback
• Reports
  • Can run reports
  • Can view and receive employee health screen reports and notifications
  • Can run tip reports
• Tips
  • Can create and edit tip pools
  • Can add and edit tip contributions

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

To apply a template to an existing employee, navigate to Team > Employees and click on the specific user profile. Select Permissions from the left-hand menu and click Reset to template settings. 

The user's permissions will immediately update to match their assigned template.

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

1. In the left navigation bar, select Settings > Company Settings > User Management tab > Permission Templates.
2. Click on the pencil icon , 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).
   
    

   1. To add unique permissions for a single user. Click on the More options icon    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.  
      
       

   2. To add multiple users to this template, click on + Assign  and use the search bar or arrows to locate specific employees, and click the checkboxes to select the user(s) to be added. 
      
      
      
      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:
      
      

       

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, select Settings > Company Settings > User Management > Permission Templates.
2. Click on the pencil icon , 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).
6. Select the users you would like to add these permissions to, or checkmark All assigned users to select them all:
   
    
7. Click Save & update selected users to complete these changes.
   
   You have successfully updated the template and the permissions of the selected users!

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 Management > Permission Templates.
2. Click on + Add Template.
3. Enter a Template name.
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.
   
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. 

1. In the left navigation bar, head to Settings > Company Settings > User Management > Permission Templates.
2. Click on the pencil icon next to a template.
3.  Edit the Template name field.
4. Click Save.

1. In the left navigation bar, head to Settings > Company Settings > User Management > Permission Templates.
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. 
   
   
5. Click Save & update selected users.
   
    

1. In the left navigation bar, head to Settings > Company Settings >  User Management > Permission Templates.
2. Click on the pencil icon next to a template. 
3. Click + Assign.
4. In the pop-up window, search and select new users to add to this template:
   
5. Click Assign x employees.
6. Scroll to the bottom of the page and click Save.

1. In the left navigation bar, head to Settings > Company Settings >  User Management > Permission Templates.
2. Click on the More options   icon next to a template.
3. Click Delete:
   
   
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.