# Access levels and how to manage them

> Understand the four access types, the exact detail of each right, the default matrix for every role, and how to handle common needs.

Source: https://help.shyfter.com/en/team/access-levels-and-how-to-manage-them  
Category: Team  
Updated: 2026-07-01

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.