Permission levels are an essential tool for managing access to information and functions within any system, especially in workforce management tools like RosterElf. These levels of access are designed to ensure users have the correct permissions to perform their tasks efficiently while keeping sensitive company data secure. By setting up these permissions, businesses can maintain security, manage operations smoothly, and empower their staff by giving them the right tools to do their jobs.
This guide will explain permission levels in simple terms and why they're crucial for business owners. We’ll also cover how different levels of access impact daily operations, security, and employee engagement.
What Are Permission Levels?
Permission levels refer to the different types of access users are granted within a system. Each user is allowed to perform a specific set of tasks depending on their role in the business.
These levels are generally set by an administrator, such as the business owner or a high-level manager. Think of it like handing out different keys—some keys open only certain doors, while others, like the master key, open every door in the building.
Why Are Permission Levels Important?
Permission levels exist for several important reasons:
Security: Sensitive information, like financial data or personal employee details, needs protection. Not everyone in the business should have access to all this information.
Efficiency: By giving users access to only the parts of the system that are relevant to their role, businesses ensure that employees can focus on their specific tasks without being overwhelmed by irrelevant information or features.
Accountability: Assigning roles and access limits ensures there’s clarity on who is responsible for what. It helps track who made changes or performed actions within the system.
Minimising Errors: When employees only access the tools and data they need, it reduces the risk of mistakes, such as accidental changes to sensitive information.
Common Permission Levels in Business Systems
When using workforce management software like RosterElf, there are typically a few standard permission levels. Let’s break down the most common ones you’ll encounter:
1. Account Owner
The account owner holds the highest level of permissions. In a small business, this will often be the business owner, or perhaps a senior member of the management team.
What Can the Account Owner Do?
Add and remove staff: The account owner has the power to manage staff lists and create user accounts for new hires.
Create and manage rosters: They can build staff schedules, assign shifts, and adjust rosters as needed.
Process payroll: The account owner handles final payroll approvals and may oversee the payroll process to ensure everyone is paid correctly and on time.
Billing management: The account owner can view and change billing details. They are responsible for managing the subscription and payment for the system.
Set permissions: They have the ability to assign permission levels to other users, dictating what other managers or employees can access.
Because of the level of control the account owner has, this role is generally restricted to only one or two people within the business.
2. General Manager
The general manager’s permission level is usually one step down from the account owner, but still provides substantial access and control over most day-to-day operations.
What Can a General Manager Do?
Staff management: General managers can add or remove staff and create schedules, just like the account owner.
Roster management: They can handle rostering tasks, ensuring the right employees are scheduled for the right shifts.
Payroll oversight: General managers can prepare payroll, but they cannot finalise it if this role is restricted to the account owner. They may also help with ensuring time logs are accurate.
The key difference is that general managers cannot access billing details or change permission levels. This separation is crucial for maintaining security around sensitive company financial data.
3. Manager
Managers are typically given access to oversee a specific department or group of employees. Their permissions allow them to handle their team's day-to-day operations but don’t extend to financial or sensitive business information.
What Can a Manager Do?
Create rosters for their team: Managers can create and adjust schedules for their specific team or department.
Approve timesheets: They may also approve or amend timesheets before payroll is processed, helping ensure accurate payment.
Managers typically cannot access payroll data and billing information or set permissions for other users. This keeps their focus on managing staff, ensuring smooth operations without giving them access to broader business details.
4. Employee
At the base level are employees, who are given the least access but still enough to do their jobs effectively. Employees need just enough access to view their schedules, log their hours, and sometimes request leave or shift swaps.
What Can an Employee Do?
View their roster: Employees can see when they are scheduled to work, making it easier to plan their week and avoid confusion.
Log time: They can clock in and out of their shifts, ensuring their working hours are recorded accurately.
Request leave or shift swaps: Depending on how permissions are set up, employees might also be able to request time off or ask to swap shifts with a colleague.
Employees don’t have access to any management or financial data. This structure ensures staff can focus on their specific tasks without needing to navigate unnecessary system features.
Benefits of Using Permission Levels in Your Business
By setting clear permission levels, you can improve your business in a number of ways:
1. Improved Security
The primary benefit of permission levels is data security. Financial details, personal employee data, and business performance reports are often stored in systems like RosterElf. Limiting access ensures sensitive data is only viewed by those who need to see it, reducing the risk of data breaches or misuse.
For example, by restricting payroll access to the account owner and perhaps the general manager, you protect your business's financial information from being accessed by unauthorised staff.
2. Efficient Workflow
When employees only have access to the information and tools they need, they can focus on their tasks without unnecessary distractions. This leads to a more streamlined and efficient workflow. For instance, an employee who can easily check their upcoming shifts and request time off without needing to navigate through payroll or staff management menus is more likely to stay engaged and perform well.
3. Clarity in Responsibilities
Permission levels help clarify who is responsible for which tasks. This prevents confusion about roles and avoids overlap in duties. If each manager has access only to the rosters and staff in their department, it becomes much clearer who is in charge of what. This accountability leads to better organisation and fewer mistakes.
4. Increased Employee Engagement
By giving employees access to only the information relevant to their role, you allow them to stay focused and feel more confident in their tasks. This reduces frustration and empowers employees to take ownership of their work, leading to higher levels of engagement and productivity.
5. Customisable to Your Business Needs
One of the best things about permission levels is their flexibility. They can be tailored to your business's specific needs. For example, if you run a restaurant, you might have different permission levels for kitchen staff, floor managers, and senior managers, ensuring that each group can only access the tools and information they need for their part of the business.
Conclusion
Setting permission levels in workforce management systems like RosterElf is a simple yet powerful way to improve security, efficiency, and employee engagement in your business. Giving your team access to the right tools and information for their roles can prevent mistakes, boost productivity, and ensure sensitive data remains secure.
As a business owner, it’s important to regularly review these permission levels to make sure they still align with your current operations and team structure. With the right permissions in place, your business can operate more smoothly, giving you more time to focus on growth and success.
By understanding how permission levels work, you’ll be able to maintain tighter control over your business while giving your team the tools they need to succeed.