Settings and security

Control what managers can do and who they see

Access profiles decide what a manager can do. Who they see comes from Reports To on employee profiles, and visibility groups add extra people.

For managers and admins Updated Oct 1, 2026

Two different questions

  • What can they do? The Base Role, an optional access profile and any exceptions decide which pages and actions a person gets, like adding employees or reviewing timesheets.
  • Who can they see? A Company Admin sees everyone. A Manager sees the employees who report to them, and everyone below those people, plus anyone in a visibility group they belong to.

Both are on Settings > People & Access > Admin Users & Access, which has a tab for each: Admin users, Access profiles, Visibility groups, and What each role can do.

Set who reports to a manager

  1. Make sure the manager's sign-in is linked to their own employee record. It shows as Linked employee under their name on Admin Users & Access.
  2. Open each team member's profile, select the Employment tab, and choose the manager in Reports To.
  3. Select Save changes.

The manager now sees those people, and anyone who reports to them, on Employees, the schedule, time off and timesheets.

Make an access profile

Use a profile when several people need the same access, like shift leads who may also add employees.

  1. On Admin Users & Access, select the Access profiles tab, then Create Access Profile to open the form. Enter a Profile Name and a Description.
  2. Choose the Base Role the profile builds on.
  3. Permissions are in groups, like Employees. Select a group to open it. For each permission you want to change, choose Always allow or Always hide, and leave the rest on Inherit base role. A group with changes shows how many and opens by itself next time.
    The Create Access Profile form with Profile Name (1), Base Role (2) and the Add employees permission set to Always allow (3) marked
    Name the profile (1), pick its base role (2), then change only the permissions you need (3).
  4. Select Create Profile at the bottom of the list.
  5. To use it, open a person on the Admin users tab, choose the profile in Access Profile, and select Save User.

Profiles are listed in the Profile Library. A change to a profile applies to everyone who has it.

Note

Billing has two permissions under Company Settings: View billing to see the plan and invoices, and Manage billing to change the plan, buy texts or change payment details. Manage billing works only together with View billing. A profile that could see billing before Manage billing was added still sees it, but can't change it until you set Manage billing to Always allow.

Add a visibility group

Use a group to let a manager see people who don't report to them, like a backup manager for another team.

  1. On Admin Users & Access, select the Visibility groups tab and go to Create Visibility Group. Enter a Group Name and a Description.
  2. In Managers with Access, choose the managers. Hold Ctrl (or Cmd on a Mac) to choose more than one.
  3. In Employees in Scope, choose the employees they should see.
  4. Select Create Group.
    The Create Visibility Group form with Managers with Access (1), Employees in Scope (2) and Create Group (3) marked
    Choose the managers (1) and the employees they should see (2), then select Create Group (3).

A group only adds people. It never hides anyone a manager already sees. To change or remove a group, open it in the list below the form.

Note

A manager with no linked employee record and no visibility group sees no employees at all. If a manager says their team is missing, check their Linked employee and the team's Reports To first.