Getting the permissions settings for each employee in your company correct is integral. There is a hierarchy in every business, often with lots of different levels/tiers.

It is paramount that staff only have access to the things relevant to their job role and aren't able to view or amend any other information or personal data unnecessarily. Getting this wrong could have a serious impact on your company.

In this article, we will take a more in-depth look at what all of these permissions mean for your employees as users and how they can protect you as a business.

Firstly navigate your way to Admin - Company Settings by clicking on the '4 squares' icon in the top right hand corner of the page.

The two areas we are going to focus on are User Permissions and Department Restrictions.

User Permissions

Opsyte has a lot of permissions, this is so you can have absolute control over employee responsibilities within your business, and only give access to relevant areas for each employee.

By hovering over the ? icon next to each permission, you will see exactly what that permission dictates.

We have outlined a summary of what each permission does in the list below for you. There are two permissions required for general employee access and I have made these italic and bold.

If you don't want to read this now, skip to Department Restrictions.

Admin

Administrator - can change anything within the company including managing user permissions.

Financial

Financial - shows the financial heading in the side bar.

Cashup - access to view and edit daily cash ups.

Cashflow - access to view monthly cashflow.

Snapshots - ability to view and send daily snapshots.

Forecast - access to view and edit weekly forecasts.

Weekly Flash - access to view weekly flash.

Edit Ledgers - ability to view and edit ledgers.

Create Credit Account - ability to create a credit account.

Handover - access to view and edit daily handovers.

Incidents

Incidents - displays the incidents section in the side bar.

Incidents Create - allows the user to record new incidents.

Incidents History - allows the user to view historical incidents.

Maintenance

Maintenance - displays the maintenance section in the side bar.

Maintenance Open Tickets - allows the user to view open maintenance tickets.

Maintenance Queried Tickets - allows the user to view queried maintenance tickets.

Maintenance Completed Tickets - allows the user to view completed maintenance tickets.

Reports

Reports - displays the reports section in the side bar.

Labour Reports - enables the user to view the labour reports.

Comps - access to view weekly and monthly comp tickets.

Expenses - allows the user to view the petty cash report in the side bar.

Deposits - access to view the weekly deposit ledger.

Deposit Ledger - allows the user to view the deposit ledger report.

Credit ledger - allows the user to view the credit ledger report.

Staff Contracts

Contracts - allows the user to view, create and edit staff contracts for employees.

Beta

Expenses Mobile App - allows the user to access expenses in the Opsyte mobile app.

Global Dashboard

Global Dashboard - allows the user to view the global dashboard.

Invoices

Invoices - displays the invoices section in the side bar.

Invoice Auto Approval - allows the user to manage which suppliers invoices are automatically approved.

Rota

Rota - allows the user to view the rota.

Daily Rota Notes - allows the user to enter notes about a day which is shown on the clock-in screen.

View Total Hours - allows the user to view the total hours for all departments.

View Total Pay - allows the user to view the total pay for all departments.

View Forecast Pay - allows the user to view the forecasted pay for all departments.

View Total Pension - allows the user to view the total pension for all departments.

View Total National Insurance - allows the user to view the total national insurance for all departments.

View Total National Insurance Adjustments - allows the user to view the total national insurance adjustments for all departments.

View Individual Pay - allows the user to see the pay for individual users.

Clear Department Shifts - allows the user to quickly clear all shifts in rota in a department.

Clear All Shifts - allows the user to quickly clear all shifts in the rota.

Publish Department Shifts - allows the user to publish a rota for a department.

Publish All Shifts - allows the user to publish the rota for all departments at once.

Download Rota - allows the user to export the rota to Excel.

Create/Edit Shifts - allows the user to create or edit shifts in the rota.

Rota Weather - displays the weather forecast for each day in the rota. Requires the company location to be specified.

Rota Sales - allows the forecast or actual sales to be shown each day in the rota.

Unlock Rota - allows the user to unlock a previously locked rota providing it has not been finalised.

Approve Hours - allows the user to approve users worked hours for payroll purposes.

Unlock Approved Shift Hours - allows the user to unlock previously approved hours for shifts.

Dashboard

Dashboard - allows the user to view the company dashboard which displays an overview of the company.

Holiday

Holiday - allows the user to view, approve or reject holiday requests.

Holiday Calendar - allows the user to view the overall holiday calendar showing staff holidays.

Lost Property

Lost Property - allows the user to view both lost and found items of property.

Payroll

Payroll - allows the user to access the payroll page to finalise the payroll.

Distribute Tips - allows the user to distribute tips to employees.

Payroll Bonus - allows the user to create or delete bonuses when completing payroll.

Payroll Download - allows the user to download the payroll to an Excel file.

Super Payroll Admin - allows the user to view sensitive payroll information, including employee contracts of employment.

Staff

Staff - displays the staff section in the side bar.

Staff Payroll Details - allows the user to view and edit staff job roles and payrates.

Add Staff - allows the user to employ staff.

Staff Overview - allows the user to view the staff overview screen.

Staff List - allows the user to view a list of all staff.

Tronc

Tronc - allows the user to view and edit Tronc details for employees.

Unlock Tronc - allows a user to unlock Tronc once it has been finalised.

Tronc Deductions - allows a user to make deductions from the Tronc.

Department Restrictions

You will be able to set "Read only" "Read and Write" and "No Access" permissions for the Rota, the Staff List and Payroll. Here's what that means.

Staff Rota Restrictions

Read and Write - allows the user full access to the rota, enabling them to view and edit everything. They will also be able to view all pay rates and other elements.

Read Only - allows the user full access to view everything in the rota, but unable to edit. They will still be able to see all shifts and information. (If you don't want them to be able to view pay rates, simply give them no access to Payroll)

No Access - allows the user zero access to the rota. They won't be able to view anything, let alone edit.

Please note: you can also customise this to allow an employee to have different restrictions for different departments.

Staff List Restrictions

Read and Write - allows the user full access to the staff list, enabling them to view and edit everything. They will also be able to view and amend personal details by clicking on an employee's name.

Read Only - allows the user to full access to view everything in the staff list, but unable to edit. They will still be able to view personal details by clicking on an employee's name, but will be presented with a prohibition sign when trying to amend.

No Access - allows the user zero access to the staff list. They won't be able to view anything.

Please note: again, you can customise this to allow different restrictions for different departments.

Payroll Restrictions

Read and Write - allows the user full access to the payroll, enabling them to view and edit everything. They will also be able to view all pay information and finalise the payroll. This setting would be suitable for a payroll administrator.

Read Only - allows the user full access to view everything in the payroll, but unable to edit. They will still be able to view all pay information, but will be unable to finalise the payroll or amend any other details.

No Access - allows the user zero access to the payroll. They won't be able to view anything.

Please note: you can also customise this to allow different restrictions for different departments. An example of a user with read and write permissions for the Management department but no access for the Bar department is shown below.

IMPORTANT - BE CAREFUL

Please note: all users with Admin permissions have the ability to not only amend other users permissions, but also their own. This means that any restrictions applied to admins can easily be reversed if they know where to go in the portal.

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