How do I restrict system actions using user permissions?

Managing user access is a vital part of maintaining your organisation's system security. This article will show you how to create and assign permission structures, ensuring staff and employees only have access to the specific actions required for their roles.

Setting up Access Levels for Administrative Staff

Use this process to define what your Business Partner Staff (admin users) can add, edit, delete, or view within the platform.

1. Navigate to Financial Admin in the main menu and select the Access Level button.
2. Click +New Access Level in the top right corner.
3. Enter a descriptive Name for the access level.
4. Select the specific areas of the system (e.g., Clients, Rosters, Reporting) where this role needs permissions.
5. For each area, check the boxes for Add, Edit, Delete, or View.
   • Note: Some actions may not be available for all sections of the system.
6. To grant full system access, check the Super Admin Role box.
7. Click Save.

Pro-Tip: You can save time by opening an existing level and clicking Clone in the top right corner to create a similar permission structure with a new name.

Setting up Access Levels for Employees

Employee permissions are managed separately to control their interaction with the mobile app and web portal.

1. Go to Financial Admin and select Employee Access Level.
2. Click Add New Employee Access Level.
3. Provide a Name and select the permitted system areas and actions (Add, Edit, Delete, View).
4. Click Save.
5. To link users to these permissions, open the specific level and click Assign Employee in the top right.
6. Select the relevant employees from the list of active profiles and click Update Employee Access.

Assigning Permissions to New Staff Members

When creating a new administrative user, you must link them to an established access level for their permissions to take effect.

1. Navigate to Admin > Business Partner Staff.
2. Click Add New Staff.
3. In the pop-up box, fill in the user's details and select the appropriate Access Level from the dropdown menu.
4. Click Save.
5. Change the user's status from Inactive to Active to trigger their account activation email.

Troubleshooting & FAQs

Why can't I see a specific action box? Not all sections of the platform support all four actions (Add/Edit/Delete/View). If a checkbox is missing, that specific action is restricted by system logic for that section.

Can I change a user's permissions later? Yes. You can edit an Access Level at any time. Once you click Update, the changes apply to all users assigned to that level.

Does an employee's role affect their permissions? While permissions control actions (like deleting a shift), the Employee Role (set up in Admin > Employee Roles) determines if they can be rostered to specific service types or if they meet mandatory document requirements.