Access

The Access tab decides who can sign in to Levelset, which stores they see, and what they are allowed to do once in. It keeps two things apart. A team member is someone on a store’s team, listed on the Team members tab with a name, role and store. A login is the email and password someone signs in with. Most team members start with no login, and an office person can have a login without being a team member. What a login can do comes from its permission level, a named set of permissions. Every role has a permission level of the same name, so everyone in a role can do the same things; a custom level is one made for particular people. Both are explained on Roles. Open People > Team & Access and click the Access tab. Every active team member has a row, plus any login that isn’t a team member. What you can do here depends on your own role; if a button described below is missing for you, Who can do what names the permission. Here because someone can’t find a button? Go to See why someone can or can’t do something.

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Read the list

Each row shows the person’s role, their Access level (Role default, a custom level, or No login), the stores they can see, whether the dashboard and the Levelset app are on for them, their status, and their last sign-in. Click a name to open their panel, which holds every setting for them. Search by name or email, or filter by Status, Role or Store. The Status column says how far each person is from a working login.

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Invite a team member

Say a store has promoted a team member to Team Lead (use your own role names) and wants them on the dashboard. They have to be on the store’s team first; see Add someone.

1. On the Access tab, find them.
2. If the row says No login, click Invite on the row.
3. If the row says Needs an email, click their name, type an address under Email, and click Invite.

They get an email invite and set their own password. Their permission level is their role’s, so the new Team Lead can do whatever the Team Lead role allows. You can invite people at or below your own level in the role order, never the Operator, the owner’s role. Their panel shows how far the invite email got (Sent, Delivered, Opened). To resend, click Resend invite in the panel, or tick several rows and click Resend invite above the list. With the Role filter set, Resend to everyone invited in this role covers every pending invite in that role. To stop an unused invite, open the panel and click Delete this invite.

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Add someone who isn’t a team member

This is for office staff or consultants who need the dashboard but don’t work shifts.

1. On the Access tab, click Add someone.
2. Enter First name, Last name and Email.
3. Under Stores, tick the stores they can see. If you reach only one store, it is ticked for you.
4. Click Send invite.

They start on an admin level: a permission level for logins that aren’t tied to a role. Levelset creates two, Administrator 1 and Administrator 2, and you can change which one in their panel under Permission level. Only someone who can manage users and is also in one of the top two roles, or on an admin level that reaches every store, can add someone this way, so only they see Add someone.

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Give or remove dashboard access

The Dashboard switch decides whether a login can open the dashboard at all, separately from what it can do inside.

1. Click the person’s name.
2. Under Access, switch Dashboard on or off. The line under it says where the setting comes from: From the role, Default for their level, or Set for this person.

Click Use the role’s setting to undo a change made for one person. To change it for a whole role, see Turn dashboard access on or off for a role. Someone whose dashboard is off sees Your account doesn’t include the dashboard when they sign in. People who aren’t team members are never limited this way.

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Change someone’s permission level

1. Click the person’s name.
2. Under Permission level, pick a level. Role default follows their role. The other options are custom levels made for their role.
3. To make a new custom level for them, pick Custom permissions…. The Roles tab opens with Add custom level ready.

It saves as soon as you pick. To change the role itself, see Change someone’s role.

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Set which stores someone can see

Under Stores they can see in the person’s panel, tick the stores. Someone who sees every store has every box ticked. Only someone who reaches every store can narrow that; anyone else sees the boxes locked, with the reason under them. A store you don’t reach stays ticked and can’t be unticked. At least one store must stay ticked, and the panel says Keep at least one store. if you try to clear them all. In an organization with one store there are no boxes: the panel names the store, or says Every store.

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Remove someone’s access

1. Click the person’s name.
2. Under Remove access, click Remove access now, then Remove access to confirm.

They are signed out everywhere at once, and their history stays. Restore access undoes it. Someone whose employment was ended must be brought back first. When someone’s employment is ended on the Team members tab, their login is normally removed with it. Before removing it, Levelset checks whether the same person has another active team member entry, at this store or another: a linked entry, the same email and first name, or the same ID from your scheduling system. When someone is brought back, the login the termination removed can come back in the same step. A login removed here by hand, or removed as a duplicate, stays removed until someone clicks Restore access. To force a new password instead of removing access, tick Require a new password at next sign-in and click Send password reset.

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See why someone can or can’t do something

Say the new Team Lead can’t find the button to delete an infraction. Check here before changing anything.

1. Click the person’s name and scroll to What they can do.
2. Under Can they…?, type what you want to check in plain words, for example “delete an infraction” or “see pay”.
3. Click Check on the matching permission.

The answer is Yes or No with the reason: the level that includes or lacks the permission, a plan that doesn’t include it, access that was removed, or no login. Couldn’t check means Levelset couldn’t read something; it is not a No. Click Show the full list to see everything their level allows, grouped by menu. To change the answer, change their permission level, or change what the level allows on the Roles tab.

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Why you see only some people, and why some controls are locked

You see the people who work at a store you can reach: the store you work at, plus the stores ticked under Stores they can see in your own panel. If every box there is ticked, you see everyone. A control is locked, with the reason under it, when:

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Who can do what

If you’re missing something here, ask whoever manages roles in your organization to turn it on. See Roles.

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Common questions