Roles
Create roles, choose what each one can see and do, and know what can't be changed.
What it's for
A role decides which pages people can open and what they can do there. Everyone gets one role, on their employee profile or in Access. On People → Roles you adjust the built-in roles, create your own (for example a team lead) and delete the ones nobody uses. A change applies to everyone with that role at once.
Before you start
- You're signed in as an Administrator.
Steps
Open the list
In the menu on the left, click People → Roles. The title is Roles: "What each role can see and do. People get a role on their employee profile or in Access."
The table shows each Role (built-in ones carry a Built-in badge), its number of Permissions, the Accounts needed (Hubstaff, Infloww, Infloww or None), how many Employees and Logins have it, and a row menu with Edit and Delete. Click a role's number of employees to see them on Employees.
Create a role
Click Add role. A panel opens on the right of the list, titled Add role ("Name the role and choose what people with it can see and do."). The list stays behind it; Cancel or the close button shuts the panel without saving.
- Name: required, up to 60 characters, and different from every other role.
- Copy permissions from: pick a role to start from its permissions, or leave Start from scratch. "Ticks the same permissions as that role. You can change them below."
Choose the permissions
The Permissions section ("What people with this role can see and do. Changes apply right away, even to people who are signed in.") groups the boxes under Analytics, People, Operations, Requests, Management, Resources and Settings. Each box has a short explanation under it.
Five boxes are always ticked and greyed out, with "Every staff role has this.": See own pay, See calendar, Submit staff requests, See own staff requests and Read knowledge.
Choose the accounts the role needs
In Accounts this role needs ("Real employees with this role must be linked to these accounts."), tick Hubstaff, Infloww, both or neither. Real employees with this role must then have those links, or an exception (see Add an employee).
Save
Click Create role (new, at the bottom of the panel) or Save role (edit). The message is Role created. or Role saved., and you're back on the list (the panel closes and the new role is in the table).
Edit or delete a role
Click a role's name (or Edit in its menu). The page shows "Used by" how many employees and logins. Change what you need and click Save role.
To delete, click Delete role at the top right (or Delete in the list menu). The question Delete the role followed by its name says "Nobody has this role, so nothing else changes. This can’t be undone." Click Delete role. The message is Role deleted.
What you should see
Built-in roles and their default number of permissions:
| Role | Permissions | Accounts needed | What you can change |
|---|---|---|---|
| Administrator | 44 | None | Name and the accounts it needs |
| Manager | 23 | Hubstaff, Infloww | Name and permissions |
| Chatter | 10 | Hubstaff, Infloww | Name and permissions |
| Social Media VA | 6 | None | Name and permissions |
| Scheduler | 8 | Infloww | Name and permissions |
| Creator | 7 | None | The name only |
- On Administrator, every box is greyed out: "Administrator always has every management permission, so someone can always manage access and roles." The note at the top says "A built-in role: you can rename it, but not change its permissions or delete it."
- On Creator, only the Creator portal boxes show, greyed out, and there is no Accounts this role needs card: "Creator logins only see the creator portal, scoped to the creator accounts linked to them in Access."
- On Manager, Chatter, Social Media VA and Scheduler: "A built-in role: you can rename it and change its permissions, but not delete it."
- Built-in roles can't be deleted, and in the list menu Delete is greyed with the reason.
- Under Requests, Mark content requests sent ("See approved content requests for the pages they work on and mark them sent to the fan.") is ticked on Manager and Chatter by default. It gives the To send tab on Operations → Requests and the Mark sent button.
- See and manage shipping addresses (in the Requests group) is ticked only on Administrator by default. It gives Show address, Edit shipping and Mark delivered on physical items. Everyone else sees the fan's first name and city only. Give it only to the people who ship items, for example a "Shipping" role. That role also needs See all content requests to open the request pages (see Ship a physical item).
Test checklist
Good to know
- The guides describe each built-in role with its default permissions. If you change a built-in role, its guide no longer matches exactly.
- Nobody can change the permissions of their own role: Ask another administrator to change your own role's permissions. As the Administrator role is locked, this matters for custom roles that can manage roles.
- Nobody can give a management permission they don't have themselves, for example "You can only give permissions you have yourself (not: Manage roles)."
- If two people edit the same role at once, the second save gets Someone else changed this role. Reload the page and try again.
- On shared data, prefer testing on a role you created. A change to a built-in role changes the menu of every real person who has it.