> ## Documentation Index
> Fetch the complete documentation index at: https://docs.levelset.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Roles

> How to change employee roles and understand the role hierarchy

# Managing Roles

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

## 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)
```

<Note>
  Your organization may have different role names. What matters is the hierarchy level, not the specific name.
</Note>

### 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

## How to Change Someone's Role

<Steps>
  <Step title="Go to the Roster">
    Click **Roster** in the navigation menu.
  </Step>

  <Step title="Find the Employee">
    Locate the person whose role you want to change. Use the search box if needed.
  </Step>

  <Step title="Click Their Role Badge">
    Click on the colored role badge next to their name.
  </Step>

  <Step title="Select the New Role">
    Choose the new role from the dropdown. You'll only see roles that you have permission to assign.
  </Step>

  <Step title="Confirm">
    The change saves automatically. The new role takes effect immediately.
  </Step>
</Steps>

## What You Can and Can't Do

### You CAN:

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

### You CANNOT:

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

### 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

## 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](/organization-settings/users) for details.

## 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

## When to Change Roles

### Promotions

Change someone's role when they:

* Take on new responsibilities
* Complete a development program
* Move into a supervisory position

### Demotions

Role changes down may happen when:

* Responsibilities are reduced
* Someone steps back from a leadership role
* Performance issues require a change

### Corrections

Change roles if:

* Someone was initially assigned the wrong role
* The role structure has been updated

## Best Practices

<CardGroup cols={2}>
  <Card title="Communicate First" icon="comments">
    Tell the person before changing their role, especially for promotions
  </Card>

  <Card title="Be Consistent" icon="scale-balanced">
    Apply the same criteria for role changes across your team
  </Card>

  <Card title="Document Why" icon="file-lines">
    Keep notes on why role changes were made
  </Card>

  <Card title="Check Access" icon="key">
    After a promotion, verify they have the system access they need
  </Card>
</CardGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="I can't change someone's role">
    They're probably at or above your level in the hierarchy. Only people below your level can have their roles changed by you.
  </Accordion>

  <Accordion title="The role I want isn't in the dropdown">
    You can only assign roles below your own level. If you need to assign a higher role, ask someone with more permissions.
  </Accordion>

  <Accordion title="They were promoted but can't access the dashboard">
    Role changes don't automatically grant login access. Add them as a user in Organization Settings → Users.
  </Accordion>

  <Accordion title="Their role changed but they can't rate positions they should">
    Check the Role Mapping settings in Organization Settings → Positional Excellence to ensure their new role has access to the right positions.
  </Accordion>
</AccordionGroup>