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Managing Roles

Roles in Levelset determine what employees can see and do. This guide explains how roles work and how to change them.

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Understanding the Role Hierarchy

Roles are organized from highest to lowest permission level. A typical hierarchy might look like: 
Operator (highest)
    ↓
Director/Executive
    ↓
Supervisor/Lead
    ↓
Trainer
    ↓
Team Member
    ↓
New Hire (lowest)
Your organization may have different role names. What matters is the hierarchy level, not the specific name.

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Why Hierarchy Matters

  • Higher roles have more permissions
  • You can only change roles for people below your level
  • Dashboard access is typically limited to higher levels
  • Role determines what positions someone can rate

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How to Change Someone’s Role

1

Go to the Roster

Click Roster in the navigation menu.
2

Find the Employee

Locate the person whose role you want to change. Use the search box if needed.
3

Click Their Role Badge

Click on the colored role badge next to their name.
4

Select the New Role

Choose the new role from the dropdown. You’ll only see roles that you have permission to assign.
5

Confirm

The change saves automatically. The new role takes effect immediately.

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What You Can and Can’t Do

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You CAN:

  • Change roles for employees below your level
  • Promote someone to a level below yours
  • Demote someone to any lower level

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You CANNOT:

  • Change your own role
  • Promote someone to your level or above
  • Change roles for people at or above your level

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Example

If you’re a Director (Level 2):
  • ✅ You can change a Team Member to Trainer
  • ✅ You can change a Trainer to Team Member
  • ❌ You cannot make someone a Director
  • ❌ You cannot change another Director’s role

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Role Changes and Dashboard Access

Changing someone’s role does NOT automatically give them dashboard access. If someone needs to log into Levelset:
  1. Go to Organization Settings → Users
  2. Add them as a user
  3. They’ll receive login credentials
See Users documentation for details.

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Role Changes and Ratings

When you change someone’s role, their ability to submit ratings may change:
  • Promotion might give them access to rate more positions
  • Demotion might limit which positions they can rate
  • Role Mapping settings determine exactly who can rate what

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When to Change Roles

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Promotions

Change someone’s role when they:
  • Take on new responsibilities
  • Complete a development program
  • Move into a supervisory position

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Demotions

Role changes down may happen when:
  • Responsibilities are reduced
  • Someone steps back from a leadership role
  • Performance issues require a change

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Corrections

Change roles if:
  • Someone was initially assigned the wrong role
  • The role structure has been updated

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Best Practices

Communicate First

Tell the person before changing their role, especially for promotions

Be Consistent

Apply the same criteria for role changes across your team

Document Why

Keep notes on why role changes were made

Check Access

After a promotion, verify they have the system access they need

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Troubleshooting

They’re probably at or above your level in the hierarchy. Only people below your level can have their roles changed by you.
You can only assign roles below your own level. If you need to assign a higher role, ask someone with more permissions.
Role changes don’t automatically grant login access. Add them as a user in Organization Settings → Users.
Check the Role Mapping settings in Organization Settings → Positional Excellence to ensure their new role has access to the right positions.