Roles and permissions

A role controls both what someone can do and whose records they can see. Give people the access their work needs, then check that boundary from their profile.

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Choose a starting role

To change someone’s role, open their profile, choose Edit, select Role and save. Existing roles may have been customised, so check the actual settings before relying on the defaults above.

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Adjust a role

Open Settings → Permissions. Use Add role to copy an existing role, then change its permission toggles. Search the grid to find a permission. Changes apply to everyone holding that role. Administrator permissions are read-only; Manager and Employee can be changed. Use the role’s menu to Rename or Archive it. Move everyone off a role before archiving it; an archived role can no longer be given to anyone. You can also ask Begin AI to turn named toggles on or off for one role. It shows a card naming the role and each toggle it changes, leaves every other toggle as it is, and changes nothing until you confirm. Pay and private details have separate read and edit controls: View pay data, Edit pay data, View private details and Edit private details. Permission to edit people does not grant permission to see their salary or banking information, and Deactivate & reactivate is its own toggle. Every role also has Edit own personal information, Edit own contact information and Edit own banking information, on by default, which decide what people can change on their own My profile page. A custom role also inherits invitation permission from the role you copy. Invitations have no separate toggle in this grid, so choose the source role with that access in mind.

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Limit whose records they see

Use Who can they see? to restrict a role to direct reports, people below them in the reporting tree (up to five levels), their locations or departments, or selected locations and departments. Rules add together: matching any rule includes the person. This boundary applies across people data, pay, timesheets, schedules, approval requests, reports and search. A few things are decided by their own audience instead, so the boundary does not narrow them:

• Chat.
• Posts, and the people who commented on, reacted to or opened them.
• Who is currently in a shared document.
• Loops, which have their own sharing settings.
• Who can be offered an open shift, so the shift still reaches everyone able to work it.
• Payroll exports, which include everyone being paid. An export that left people out would leave them unpaid.

When you pick their locations or their departments, the boundary follows that person’s own assignments. So they cannot add a location or department to themselves that the role does not already reach: doing so would widen what they see. An administrator makes that change instead. Anything the role already covers, including a site or department named by a fixed rule beside it, they can still assign themselves, and they can always remove one of their own. The same holds for Reports to, which the reporting-line rules follow. A person with a limited role can only choose a manager they can see, and cannot save a change that would bring someone new into their own reporting line, such as naming themselves the manager of a person who has reports they cannot see. An administrator makes that change instead. Clearing a manager is always allowed. An open shift belongs to the schedule rather than to a person, so it has no record for the boundary to place. A role limited to their locations or to selected locations sees and edits the open shifts at those locations, and the ones posted with no location at all. A role limited by reporting line or by department sees every open shift, because a shift carries neither. Shifts follow where they are worked. A location rule reaches shifts at its locations, or with none; a reporting-line or department rule reaches its people’s shifts anywhere; your own shifts are never limited. A role limited to their locations cannot edit, move or delete a colleague’s shift elsewhere, move one there, or decide a request about it. If a planner moves a shift away, its request leaves their inbox for someone whose role reaches the new location. Timesheet hours follow the same rule. A role limited to their locations can add, edit, delete, clock out, pause or approve a colleague’s hours worked at those locations, or with no location, but not hours they worked somewhere else. This includes someone covering a shift at one of your locations: you can manage their hours there and nowhere else. A swap needs the role to reach both people and both shifts. A swap with someone outside the boundary leaves the inbox of a manager who reaches only the requester, and someone whose role reaches both sides decides it instead. Open a person’s Overview → Who they can see to inspect the result. This preview is available to people who manage permissions.

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Transfer ownership separately

The workspace owner can use Transfer ownership from the target person’s menu. The recipient must hold a role that administers the workspace. Assigning the Administrator role by itself does not transfer ownership.

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