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The security settings to set when you start on Levelset, and what to do when someone joins or leaves.

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How access works

A login is the email and password someone signs in with. What it can do comes from its permission level, a named set of permissions. Your organization defines its own roles, ranked from the Operator down, each with a permission level of the same name; a custom level is one made for particular people. People manage only those below them in the role order. See Roles. Levelset Admin is a role held only by Levelset staff, to set up and support your account. Your organization can’t give it to anyone.

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Give each person only what they need

  1. Open People > Team & Access and click the Roles tab.
  2. Click Edit permissions on each role and untick what that role doesn’t need.
  3. On the Access tab, click Invite on a team member’s row. They get an email and set their own password.
  4. To give one person less than their role, open their panel and pick a custom level under Permission level.
  5. Under Stores they can see, tick only their stores.
See Access.

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Reset a password

  • The person: on the sign-in page, enter the email and click Forgot password?. The Reset your Levelset password email has a Reset password button. The link works once and expires shortly.
  • A manager: on the Access tab, open the person’s panel and click Send password reset. Tick Require a new password at next sign-in first to sign them out everywhere at once and make them set a new password before they continue.
This takes Access > Manage Users, for someone below you in the role order.

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Remove access

  1. On the Access tab, click the person’s name.
  2. Under Remove access, click Remove access now, then Remove access.
They are signed out everywhere at once, on the web and in the Levelset app, and can’t sign back in. Their clock-in PIN and Slack link stop working too; their history stays. Restore access lets them sign in again, but leaves the Levelset app off and their Slack link and connected apps waiting to be approved again; see Remove someone’s access. Terminate team member on the Team members tab normally removes the login too; if the Access tab still shows them, remove it as above. When someone changes role, change it on Team members: a login on Role default takes the new role’s permissions.

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Kiosk Mode and clock-in PINs

On the Deploy plan, a store tablet runs Kiosk Mode (started with Start Kiosk Mode in the Levelset app), and team members sign in on it with their clock-in PIN, the 5 or 6 digit PIN they use on the Chick-fil-A POS.
  • Set a PIN: a team member sets their own under Account > Set my clock-in PIN in the Levelset app. A manager uses the three-dot menu on the person’s row on Team members: Clock-in PIN, Set a new clock-in PIN, Save PIN.
  • Reveal a PIN: Reveal PIN in the same window. Every reveal and every PIN change is recorded with who did it, and a reveal that can’t be recorded doesn’t happen.
  • Who can: another person’s PIN takes Team Members > Edit Employee, for someone below you in the role order.
  • Wrong PINs: five wrong tries lock that person out for 15 minutes. A Kiosk Mode sign-in ends after three hours with no activity.
  • Lost tablet: on Organization > Set up > Store details, find it under Kiosk Mode tablets, click Revoke, then Revoke this tablet. It is signed out at once.
Setting up or revoking a Kiosk Mode tablet takes the Manage Kiosk Mode permission on the Roles tab. Each store has one link for the mobile web app, where leaders submit ratings and discipline on their phones with no sign-in. The scorecard link from Embed on positional excellence’s Classic View uses the same code. Anyone holding either link can use it, so keep the printed QR code out of guests’ reach. On Organization > Set up > Team links, set the Discipline form password, click Save Password, then Confirm. Change it when a leader who knew it leaves. Neither link can be changed or turned off in the product. If one leaks, email support@levelset.io to have the store’s link replaced. See Team links.

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Integrations

On Organization > Set up > Integrations (Forms > Edit Forms):
  • Slack: Disconnect revokes Levelset’s access to your workspace.
  • Connecteam: Disconnect removes your key from Levelset. Delete the key in Connecteam too.
  • HotSchedules: a leader runs the import from their own signed-in HotSchedules session; it is not a standing connection, and Levelset holds no password for it.

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Levi, the AI assistant

Levi comes with the Deploy plan, and each person also needs Levi > Use Levi. Levi reads with the asking person’s own permissions. It never changes anything on its own: it drafts a change on a card, and nothing happens until the person clicks Confirm, when their permission is checked again. See Ask Levi.

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Your data

  • Levelset is served only over HTTPS.
  • Every record belongs to one organization, and each request is checked against the signed-in person’s organization.
  • Clock-in PINs are stored hashed and encrypted; integration keys are stored encrypted.
  • You can download PDFs of positional excellence tables and of a person’s discipline history. There is no full export of your organization’s data in the product.

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Report a security concern

Email andrew@levelset.io with what you saw and when.