Creating a new access level from an existing one

If a manager needs to perform an action restricted to a higher access level, but you do not want to grant them that full level of access, you may need to create a custom access level. This is also useful for new positions that require similar permissions to an existing access level but need a few specific additions.

Rather than starting from scratch, you can copy an existing access level and add the necessary permissions to the new version before assigning it to the relevant staff member. This approach allows you to create a tailored access level with specific permissions without granting broader access to everyone else on the original level.

So how you set this up?

You will need to copy an existing access level and adding on these permissions and then assigning it to the new managers. To do this follow the steps below.

Step 1

The first thing you must do is to copy the staff member's existing Access Level To do this go to Pay, System > Levels & Permissions > Access Levels. Then scroll down and find their access level and click the Copy button. This will automatically create a copy of that access level directly below the orginal. This will already have all the same permissions as the copied level.

If you need to check what access level the staff member is currently on you can find out via the staff member's profile under the Basic Info tab under Permission level. There is also the option to view all currently assigned staff members of an access level (next to the set permissions button next the access level).

Step 2

The next step is to give your copied access level a name. To do this go to edit your access level. Your title should be something specific relating to the permissions you are adding, so for example, if you were adding were communication related, including the ability to send alerts and news to staff you might give it the title Staff, Shifts & Communications.

Step 3

Then, you will need to add the additional permissions to this access level. To do so, either click the set permissions (have to scroll to find permissions, cannot search) button OR go to System > Levels & Permissions > Manage Permissions. Search for the permissions you want to add. Add the permissions above to the new Access Level Created.

Choose the access level from the drop-down and click Allow Access.
 

Step 4

Then you can add this Access Level to the relevant staff members by going back to Staff > Staff Settings>  Manage Staff. Here you will see a list of all your staff. You can then search through and under level, select the access level you want them to have.

You have now added staff to your new access level which is set up with all the permissions needed for that specific role.