Access levels and how to manage them

In a company, not everyone needs access to the same information. Access levels define precisely what each employee can view, edit or manage in Shyfter. It's also a matter of confidentiality: HR and financial data stays reserved for authorized people.

Everything is set from the employee's profile: Team → open the employee → Profile tab → Settings sub-tab. Two blocks appear there: the Access type (the role) and the User access rights (the detailed checkboxes).

Only an account administrator can assign a role and check or uncheck rights. For other profiles, these settings are visible but greyed out.

The access type: four roles

The Access type field determines the employee's baseline rights. Choosing a role automatically applies a default set of rights, which you can then fine-tune checkbox by checkbox.

• User: the basic level. The person logs in only to the Shyfter Staff app (mobile or web) and has no access to the management platform. This is the role for employees who view their schedule, clock in and send their requests.
• Schedule manager: access to the platform, focused on the day-to-day running of the schedule.
• HR manager: access to the platform, oriented towards human resources (contracts, documents, reports, payroll).
• Account administrator: full access, settings included. This is the only role that manages other people's access. The Administrator role can only be assigned by an administrator.

Each role's default rights

Here are the rights enabled automatically when you select each role. You can then adjust them individually.

Right	User	Schedule manager	HR manager	Administrator
Shift management and creation	✗	✓	✓	✓
Clocking management	✗	✓	✗	✓
Dimona management	✗	✓	✓	✓
Modification requests management	✗	✓	✗	✓
Reports management	✗	✗	✓	✓
Timesheet exports management	✗	✗	✓	✓
Documents management	✗	✗	✓	✓
Can manage productivity	✗	✗	✗	✓
Show financial information	✗	✓	✓	✓

The detail of each right

The User access rights block shows one checkbox per right. Each one opens a specific part of the platform. The table below details what each right allows, and what it does not include.

Right	What it allows	Good to know
Shift management and creation	Create, edit, move, publish and delete shifts in the schedule.	Covers the entire shift lifecycle: there is no separate sub-right for "create" or "delete". Visible if the Schedule module is active.
Clocking management	View and validate clockings, correct worked hours.	Visible if the Clocking module is active.
Dimona management	Send and track Dimona declarations to the NSSO.	Visible if the Dimona module is active.
Modification requests management	Handle shift modification requests sent by employees.	Appears only if the "Shift management and creation" right is enabled, and if the Modification requests module is active.
Reports management	Access reports (activity, hours, leave, annualization, etc.).	Always available.
Timesheet exports management	Generate timesheet exports to the payroll office.	Appears only if the "Reports management" right is enabled, and if the export module is active.
Documents management	Manage contracts and documents: templates, sending, signing.	Visible if the Contracts and documents module is active.
Show financial information	See amounts and costs: prices in shift blocks, costs in reports.	Uncheck it to hide all financial data from this employee, even if they manage the schedule.
Can manage productivity	Access productivity tracking (revenue compared to hours).	Visible if the Productivity module is active.

Each checkbox only appears if the corresponding module is activated on your account. It's therefore normal to see more or fewer boxes depending on your plan.

Handling common needs

"I want them to be able to create schedules and shifts, without being able to change anything else."

This is the simplest case. Choose the Schedule manager role, then in the rights leave only Shift management and creation checked. Uncheck everything else (clockings, Dimona, modification requests, etc.). If you don't want them to see costs, also uncheck Show financial information. Result: they manage only the schedule, nothing else.

"I want XX to manage the schedule but not be able to delete shifts."

Here you need to be clear: access rights don't distinguish between "create", "edit" and "delete". The Shift management and creation right grants control over the entire shift lifecycle, deletion included. There is therefore no "can create but not delete" checkbox.

Two levers do let you get close, however:

• Restrict to sections (see below): the person can only act on the shifts of their sections, not on the rest of the company.
• Lock published shifts: the schedule locking option prevents editing or deleting a shift once it's published (depending on the role). It's the right tool to freeze what's validated while still allowing new shifts to be created. See the article on locking shifts.

Designating a leave manager

If the leave requests module is enabled, a Manager field appears under the access type. It lets you designate the person who validates this employee's leave requests. Leave "None" to not delegate this validation.

Restricting a manager to certain sections

Still in the profile Settings, you can restrict a manager to one or more sections. They will then only see and manage the employees and schedules of those sections. An administrator always sees the whole picture.

Assigning and customizing an access

1. Go to Team and open the employee's profile.
2. Open the Profile tab, Settings sub-tab.
3. In Access type, choose the role: the default rights are checked automatically.
4. In User access rights, adjust each checkbox according to the real need.
5. If relevant, designate a Manager for their leave and restrict their sections.
6. Save.

You cannot change your own access type: the field is disabled on your profile, to prevent an administrator from removing their own rights by mistake. Ask another administrator to do it if necessary.