Shapes has four permission levels to ensure that you are totally in control of who has access to data and features. These are: Super Admin, Admin, Manager and Employee.
Super Admin
Everything is open to Super Admins with no limitations in features or fields. Typically, the super admin is responsible for the full account maintenance.
Admin
Admins have full access to all fields for every employee, but not all features (e.g. analytics).
Their level of accessibility is edible (determine what fields are hidden, visible or editable).
Admins can see all employees in the platform, regardless of work status - i.e. includes employees that are pending arrival or terminated.
Manager
Employee-level permission for their own information with additional insights into their reports.
Reports can be direct or indirect.
Their level of accessibility is edible (determine what fields are hidden, visible or editable).
Employee
The majority of your employees will only have this level of permission.
They have access to the majority of the fields in their profile.
Their level of accessibility is edible (determine what fields are hidden, visible or editable).
How can I edit permission levels?
1. Enter the account setting and select the "Permissions" tab.
Choose which permission level you'd like to edit. When you click on a permission level, you will see all roles that exist for this level.
When you click on the permission Role that you'd like to edit, you'll see every field that has been created. Each field has 3 options:
1. View - the data is visible for the employee, but they cannot edit it.
2. Edit - fully open for the employee to view and edit the data within it.
3. Hide - completely hidden from the employee (they will not know that the field exists.)
You can change the group permissions in bulk so that all fields in the group are the same.
Note that custom fields are hidden as a default for all permission levels and should be changed to 'Edit' or 'View' manually if this is the preference.
However, if the Role and Compensation group permission is set to 'Edit' (i.e. all fields in the group are editable), new custom fields in these groups will also be set to 'Edit' for efficiency. If the group permission is set to multiple, new fields will automatically be set to 'Hide'.
How can I define what employees can see about their colleagues?
As a Super Admin, you can control which employee profile fields are visible to other employees. This helps you keep sensitive information private while still allowing teammates to find the details they need to collaborate.
You can now:
Choose exactly which employee fields are visible to colleagues
Hide fields that were previously included by default
Default public fields (cannot be hidden)
For consistency across the organization, the following fields are always visible to all employees:
First name
Last name
Email
Job title
Reports to
Start date
Making additional employee fields visible will apply across your organization. Some fields may include confidential or sensitive information - please review carefully before enabling visibility.
How can I customize permissions for admins?
First, you'll need to choose the permission role for the admin. This will define what information they can see about themselves and, if they’re also a manager, about their reports (managers are also based on an employee role, which determines the visibility of their own personal information.)
Then, you need to decide if the admin can access information for all employees, or specific groups i.e. office or team.
Choose if admins can add employees and invite employees and managers to the platform. There is also an option for admins to change permission roles for employees and managers.
Then, decide which Employee Fields you'd like the admin to access about everyone in the account (view, edit or hide.)
Employee Fields Management
Admins can create, edit or delete only the fields they have access to.
Workflows Management
Manage employees' workflows: allows admins to assign workflows, mark tasks as completed and see all assigned workflows.
Manage workflow templates: allows admins to create, delete or edit templates.
Performance Reviews
Admins can easily manage performance reviews from one central view, with quick access to all the employees they’re responsible for.
Time Management
Employees' Time Management: assign policies, manage bookings and edit employee summaries
Time Management Settings: create reasons, manage policies and edit configurations
Integrations
Connect and disconnect integrations
How can I edit permission levels of an employee?
Enter the employee's full profile and click on the three dots in the left pane. Select "Change Permission Role". Now, you can edit the permission to anything you'd like.
How can I see which employees have specific permissions?
Filters in the employee directory allow you to find specific employees who have each permission level. For example, you can select "Permission Level" in the first box, "Is" in the second box and choose the specific level you want to find in the third box e.g. "Manager."
How can I see my permission level?
To check your permission level, hover over the icon to the left of your name on your profile.
If you have any questions, feel free to reach out to support@shapes.co