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Roles Settings

Roles define the hierarchy in your organization. This guide shows you how to configure them.

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Accessing Roles Settings

  1. Go to Organization Settings
  2. Click Roles under Users and Security

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Understanding the Role Hierarchy

Roles are organized in order of permission level:
  • Level 0 (top) = Highest permissions (usually Operator/Owner)
  • Higher numbers = Lower permissions
  • Each level has different capabilities

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Example Hierarchy

Level 0: Operator
Level 1: Executive
Level 2: Director
Level 3: Area Lead
Level 4: Team Lead
Level 5: Trainer
Level 6: Team Member
You can name roles whatever makes sense for your organization. The hierarchy level is what determines access and permissions.

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What You’ll See

The Roles page shows:
  • Role name - What you call this role
  • Color - Visual identifier for the role
  • Employee count - How many people in the organization have this role
  • Hierarchy position - Where it sits in the order

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Managing Roles

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Rename a Role

  1. Click on the role name
  2. Type the new name
  3. Click away to save

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Change Role Colors

  1. Click the colored circle next to a role
  2. Select a new color from the palette
  3. The color updates immediately
Colors help visually identify roles throughout Levelset.

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Reorder Roles

  1. Hover over the drag handle (lines on the left)
  2. Drag the role up or down
  3. Release to set the new position
The top role (Operator) cannot be moved. It’s always at the highest permission level.

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Add a New Role

  1. Click Add Role at the bottom
  2. Enter the role name
  3. Drag it to the right position in the hierarchy
  4. Select a color

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Delete a Role

  1. Click the delete icon next to the role
  2. Confirm the deletion
You cannot delete a role that has employees assigned to it. Reassign those employees first.

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How Roles Affect Permissions

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Dashboard Access

LevelTypical Access
0Full access to everything
1-2Full dashboard, most settings
3+Limited or no dashboard access

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Roster Management

  • You can change roles for people below your level
  • You cannot promote someone to your level or above
  • Operators can change any role

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Rating Permissions

Role Mapping settings determine which roles can rate which positions. Higher roles typically have more rating access.

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Discipline Access

Discipline Access settings control which roles can view and submit infractions.

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Role Colors

Available colors include:
ColorBest Used For
GreenEntry-level, new hires
BlueStandard team members
PurpleLeadership, management
RedAlerts or special designations
Yellow/AmberMid-level roles
TealSupport roles
GrayNeutral designations
Using consistent colors helps people recognize roles at a glance throughout the app.

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Best Practices

Keep It Simple

5-7 roles is usually enough. Too many creates confusion.

Clear Distinctions

Each role should have a clear purpose and different permissions

Match Your Culture

Use role names that match what you call positions in real life

Consistent Colors

Once you assign colors, keep them consistent

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Troubleshooting

Roles with employees assigned cannot be deleted. First, change those employees to a different role in the Roster.
Refresh the page. New roles should appear immediately, but occasionally need a page refresh to show everywhere.
Check Role Mapping settings for ratings, and Discipline Access settings for discipline. The role hierarchy determines the baseline, but these settings can further customize access.