This article explains how Permissions & Access work in Florence, and how to make sure the right people can see and do the right things.

Our goal

To ensure staff across different homes, companies and locations can only access information relevant to their role - while keeping sensitive HR, payroll, contract, and employee data secure.

Permissions in Florence are restrictive by design:

Users start with a default role
Access to certain features can be removed or added

Where permissions are managed

Permissions and access are managed from the Staff permissions & access page:

👉 https://flex.florence.co.uk/c/organisation/staff

Who can manage permissions

Company Directors: can update permissions for all staff in the organisation
Regional Managers: can update permissions for their Location Managers only
The Florence Support team can also help if needed

This page is only visible to Company Directors and Regional Managers

How the permission model works

Florence uses two layers of access control.

1. Hierarchical permissions (who you can see)

Access is limited by line management.

Each staff member can be assigned a manager via their Personal Details page
Under “Managed by”, select the relevant admin

Once assigned:

An admin can only access people-based features for the staff they line manage

Example

An admin with View Employee Records (direct reports only) can only see HR records for their direct reports
An admin with View Employee Records can see HR data for all workers at their assigned locations

2. Granular permissions (what you can do)

Granular permissions control specific actions, such as:

Posting or releasing shifts
Running payroll
Viewing employee records
Managing contracts

Permissions can be:

Assigned individually
Bulk assigned (for example, giving all Location Managers the same access)

Grouped and searchable

Permissions are now organised into themed categories (for example Managing shifts, Managing your team and Timesheets & payroll) so they are easier to find. When you open a staff member's permissions, you can:

Browse permissions grouped by category
Search for a specific permission by name
See which permissions come as standard for a role, marked with a Default badge

Default access by role

Company Director & Financial Controllers (default)

Both roles have full access by default, including:

All HR data
Payroll
Contracts
Reporting
Shifts, rota, and staff
Permission & access management

This role is intended for senior leadership and financial oversight.

Regional Manager (default)

Regional Managers typically have access to:

Releasing shifts
Running payroll
Viewing employee records
Managing contracts
Managing shift uplifts

They can:

Manage permissions for their Location Managers
Access data across their assigned locations

Location Manager (default)

Location Managers typically have access to:

Releasing shifts
Running payroll
Viewing employee records
Managing contracts
Managing shift uplifts

Their access is limited to:

Their assigned location(s)
Their direct reports (unless “All” permissions are enabled)

Read-only access

Read-only access allows users to view information without making changes.

Typical characteristics:

No ability to post or edit shifts
No payroll or contract editing
No HR record changes

In order to enable this view, you will need to remove all permissions from the selected user.

Granular permissions explained

Below is a summary of each permission and what it allows, grouped by category as they appear on the page.

If a permission is removed, the actions listed will not be available.

Rota set up & templates

Permission	What this allows
Access Staffing Requirements	View and set how many staff a unit or location requires.
Create Default Rota Views	Save a rota layout as the default everyone at the location sees when they open the rota.
Manage Rota Templates	Create, edit, apply, and archive rota templates.
Manage Shift Presets	Create and edit shift presets (saved, ready-made shifts).

Managing shifts

Permission	What this allows
Post Shifts	Create new shifts and post them so workers can pick them up.
Edit Shifts	Manage a posted shift: cancel, mark no-show, invite, change rate or unit, release, and bulk-cancel.
Release Shifts	Manually release a shift to the next worker tier. Required for auto-fill with transition pauses.
Review Applications	Review staff and agency shift applications and accept or decline them.
Manage Shift Uplifts	Add and edit uplifts (extra pay on top of the normal rate) on shifts and shift presets.

Managing your team

Permission	What this allows
Manage Bank and Perm Staff	Create and manage bank and permanent staff profiles, roles, skills, compliance and leave. No agency access.
Manage Leave Requests	Add, edit, and approve or reject leave requests.
View Employee Records	View and edit HR and employee records for all workers at assigned locations (not just direct reports).
View Employee Records (direct reports only)	View and edit HR and employee records for direct reports only, including incidents and disciplinaries.
Activate Workers	Approve and activate new workers for the company.
Manage all Employee Contracts	View and edit employment contracts for all bank and permanent staff across assigned locations.
Manage Contracts (direct reports only)	View and edit employment contracts and pay for the bank and permanent staff they directly manage.

Compliance & documents

Permission	What this allows
View Compliance Documents	View compliance documents (right to work, criminal record checks, etc.) of perm and bank staff.
View Worker Documents	View document uploads of perm and bank staff.

Timesheets & payroll

Permission	What this allows
Access Timesheets	View, approve, reject and correct timesheets. Submit timesheets on behalf of workers.
Approve Edited Timesheets	Approve timesheets that have been edited after submission.
Run Payroll	Run payroll for a pay period, turning approved timesheets into pay, and export payroll reports.
Finalise Payroll Runs	Give final sign-off on a payroll run.
Manage Expenses	Approve, reject and pay expense claims.

Managing agencies

Permission	What this allows
Manage Agency Workers	Block, unblock and favourite agency workers. Agency staff only.
View Agency Rates	View agency pay rates and rate cards.

Settings

Permission	What this allows
Access Location Settings	Open a site's settings and update details like its address, contacts, pay period and staffing numbers.
Manage Staff Permissions	Manage other staff members' permissions and access.

Reporting

Permission	What this allows
Access Mission Control	Open the Mission Control dashboard. Available to Regional Managers and Company Directors only.
Access Reporting	Access Reporting and Reporting Pro. Download agency rates, accrual, and tenure reports.

Managing User Permissions & Access