What's covered in this guide?:
About Advanced Permissions
If your organisation has more specific permission requirements than Workforce.com's default permission levels, you can further customise or create new custom permission levels using Advanced Permissions.
To access these settings:
Settings > All Settings > View all permission settings > Show Advanced Settings > Customise access & roles
Default permission levels
All permission levels in Workforce.com, whether custom or default, have an underlying role type of either Admin, Manager or Employee.
You can see which underlying role type a custom permission is based off in the description of each:
You can rename, customise or disable the default permission levels, but to ensure you always have a reference point in the future, the default permission levels cannot be deleted.
All of the default permission levels can be customised in the Advanced Permissions settings, except for the default Admin type.
There are five default permission levels in Workforce.com, detailed in the table below:
Default permission level |
Underlying role type |
Can it be customized? |
Admin |
Admin type |
No |
Manager |
Manager type |
Yes |
Employee |
Employee type |
Yes |
General Manager |
Admin type |
Yes |
Payroll Officer |
Admin type |
Yes |
Note: General Manager and Payroll Officer are pre-customised roles based on the Admin type. They are turned off by default and can be enabled by editing the role and ticking Role can be applied to staff.
Customise a Permission Level
To customise a permission level:
Go to Settings > Permissions > Show Advanced Settings > Customise access & roles here.
Select 'View' next to the permission level you wish to edit.
Use the toggles to turn specific permissions on or off.
You can restore the role to its original settings with Apply Defaults.
Example Scenerio: Allow Managers to View Employee Start Dates
By default, the Manager role cannot see certain employee details (including start date) because these are considered sensitive data.
To allow a Manager to see start dates:
In Advanced Permissions, select the Manager permission level (or your custom manager role).
-
Enable the following permissions:
View sensitive data – required to view fields such as employee start date.
Edit wages – if managers also need the ability to adjust pay information.
Save your changes.
Note: General Managers can see start dates by default because their role is based on the Admin type, which includes View sensitive data.
Create a New Permission Level
To create a new permission level:
Click +New in the left-hand panel.
Fill in the name, description, and sort order.
Choose the underlying role type (Admin, Manager, or Employee).
Tick Role can be applied to staff if you want this role available for assignment.
Delete a Permission Level
Only permission levels you create can be deleted.
Click Edit role.
Select Delete.
You can also prevent a role from being assigned by unticking Role can be applied to staff.
About the Underlying (Admin, Manager and Employee) Role Types
Role Type |
What the role type enables |
What the role type can never do |
Admin (account default) |
The account default Admin role can always access all settings. No restrictions can be placed on the default Admin account. Only default Admins can make other users default Admins |
The account default admin role can never be deleted or customized. It will always exist as a permission level in your account. |
Custom Admin (additional custom permission levels based off the Admin role) |
Can see and edit all pay information. Can edit most organization settings |
Custom Admin roles can never make other users Admins |
Manager |
Managers can approve timesheets, manage leave requests and create schedules for employees that they are a 'manager of' |
Managers can never edit organization settings or modify earnings rules. |
Employee |
Can clock-in, apply for leave in Workforce.com and be scheduled |
Employees can never approve leave requests or timesheets |