Team & Access: Roles and permissions

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Roles, levels and permission levels

Roles is where your organization’s job titles become permissions. A role is a job title on the roster, such as Team Lead, and your organization defines its own. Each role has a level: its rank in the order from the top role down, shown as a number in the Level column where 0 is the top and a higher number is further down. Every role also has a permission level with the same name: the set of things anyone in that role can do on the dashboard. Change it and everyone in the role changes with it. A custom level is a permission level outside the role defaults, for particular people, and the Permission Tier asked for when you make one is the level it belongs to. An admin level is a permission level for logins that aren’t tied to a roster role, such as office staff added with Add someone; Levelset creates Administrator 1, with the permissions of level 1, and Administrator 2, with the permissions of level 3. What you can do on this page depends on the permissions your own role has; if a button described below is missing or disabled for you, Who can do what names the permission.

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The Roles list

Open Organization Settings > Team & Access > Roles. Each row is one of your organization’s roles, with its level number, its Dashboard box, how many people hold it, and Edit permissions. Hover the count to see it per store. Level 0 is the Operator, the top role. Everyone in a role gets its permission level unless their panel in People names another level. You can change only roles below yours in the role order and their permission levels, so a role at or above yours shows no Edit permissions button.

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Edit what a role can do

Say a store wants its Team Leads to be able to see the Evaluations page.

1. Open Team & Access > Roles and click Edit permissions on the role: Team Lead.
2. Find a permission. Open a section, or type in the search box in plain words, for example “fire someone” or “see pay”. Here, search “evaluations” and find View Evaluations.
3. Tick or untick it. It saves at once.

The line under the level dropdown at the top of the editor says how many people with a login it affects and, after a change, whose access changed. Show who has this level lists them. A permission that needs another one says so, for example (requires View Dashboard), and ticking it turns that one on too. A change applies to everyone on the level at once, at every store. To change what one person can do without touching their whole role, make a custom level instead.

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Make a custom level for specific people

1. Open Team & Access > Roles and click Add custom level under Custom levels.
2. Enter a Permission Level Name.
3. Pick the Permission Tier, the level the custom level belongs to. It starts from Levelset’s default permissions for that level, not from your role’s edited permissions.
4. Click Create, then Edit permissions on the new level to change it.
5. Open the person in Team & Access > People and pick the level under Permission level.

A custom level can be given only to people whose role is at that level. To delete one, click its trash icon and Delete level. If people are still on it, Levelset refuses up front with “N people are on this level. Move them to another level first.”; a login whose access was removed but is still on the level also blocks it. If the delete fails for another reason, the level comes back with “Couldn’t delete (name). It’s back in the list.” Admin levels are listed here and can’t be deleted.

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Turn dashboard access on or off for a role

The Dashboard box decides whether people in the role can open the dashboard at all, separately from what they can do inside. Tick or untick it. A role nobody has set follows the default, shown as Default: on for the Operator and the two levels below. Click Use default to put a role back on it. The Operator always has the dashboard. A setting on one person’s panel in People wins over the role. See People.

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Add, rename or delete a role

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Reorder roles

Drag a role by the handle on the left of its row to its new place. The level numbers follow the new order, and each role’s permission level moves with it. Every role but the Operator has a handle, but a move that involves a role at or above yours is refused when it saves.

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Who can do what

If something described on this page is missing or disabled for you, this table names the permission behind it, as it is written in Levelset’s permissions editor. To give a permission to a whole role, someone whose role is above it opens this page, clicks Edit permissions on the role, and ticks it. That changes everyone in the role at every store. For one person only, they make a custom level here and pick it in the person’s panel in People.

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Common questions