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:
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 HR docs can only see HR records for their direct reports
An admin with View all HR docs 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 HR records
Managing contracts
Permissions can be:
Assigned individually
Bulk assigned (for example, giving all Location Managers the same access)
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 HR documents
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 HR documents
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.
If a permission is removed, the actions listed below will not be available.
Permission | What this allows |
View rates (Agency & Marketplace only) | View rota, shifts, and agency staff only. Cannot post or edit shifts. No access to leave, templates, or timesheets. |
Access timesheets | View, approve, reject, and edit timesheets. Submit timesheets on behalf of workers. |
Release shifts | Manually progress shifts through worker tiers. Required for auto-fill with transition pauses. Does not allow posting or editing shifts. |
Post shifts | Create, edit, publish, cancel, and draft shifts. No access to leave or templates. |
Access shift options | View rota, shifts, and staff. Bulk cancel shifts and cancel worker assignments. Agency staff only under “My staff”. |
Review applications (incl. overtime) | View, accept, and reject shift applications. View applicant profiles and details. |
Access reporting | Access Reporting and Reporting Pro. Download agency rates, accrual, and tenure reports. |
Manage worker settings | Block/unblock agency workers and manage favourites. Agency staff only. |
Manage bank and perm staff | Create and manage bank and permanent staff profiles, roles, and employment details. No agency access. |
Access location settings | Edit location details, contacts, shift requirements, and skills. |
Manage rota templates | Create, edit, apply, and archive rota templates. |
Run payroll | Create payroll runs, export payroll reports, and finalise payroll periods. |
View HR docs | View and edit HR records for direct reports only, including incidents and disciplinaries. |
Manage contracts | View and edit employment details for direct reports only. |
Manage all contracts | View and edit contracts and employment details for all workers at assigned locations. |
View all HR docs | View and edit HR records for all workers at assigned locations. |