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Roles and access permissions

This page explains how employee access is managed in the product. There are two separate levels:

  • roles — predefined bundles of permissions;
  • individual permissions — permissions assigned directly to one employee.

Where it is managed​

There are three main entry points:

  • from the "Employees" list through the "Roles" button;
  • from the "Employees" list through the "Edit Permissions" action for a specific employee;
  • from the employee form itself, where you can assign predefined roles while creating or editing the employee.

How roles work​

A role is a reusable template of permissions that can later be assigned to more than one employee.

What you can do in the roles list​

In "Roles" you can:

  • create a new role;
  • edit an existing role;
  • delete a role;
  • restore a deleted role.

What is configured in a role​

In the role form you configure:

  • Name;
  • Employees;
  • Permissions.

This is useful when several employees should work with the same access setup.

How individual permissions work​

For a specific employee you can open "Edit Permissions". The "Employee Permissions" screen has two separate sections:

  • Roles — selection from already created roles;
  • Permissions — individual permissions for that employee.

This allows you to combine a predefined role with additional manual permissions if needed.

What happens for a new employee with email​

When you create an employee with an email, the system may create or link user access. If after saving there are still no roles or permissions assigned, the system shows "Permissions not set" with two choices:

  • "Full" — assigns the full permissions set;
  • "Custom" — opens "Employee Permissions" for manual setup.

Important limitations​

  • "Edit Permissions" is available only if the employee has user access.
  • For the business owner profile, "Edit Permissions" is not available in the employees list.
  • The visible permission options depend on what the system loads for the current business and context.
  • If you only want to assign the employee to a role, you can do that directly in the employee form without opening the individual permissions screen.

When to use which option​

  • Use roles when several employees should have the same access.
  • Use individual permissions when only one employee needs an exception.
  • Use both when the role is a good base but a small additional adjustment is needed.