Overview
The Manage Permissions area lets you control exactly what each member of staff can see and do in Florence. There are 30 permission toggles.
The table below explains what each toggle does, plus a few helpful details:
Where it applies - whether the toggle appears on Core, Rota, or both.
Worker types - which kinds of worker the permission relates to (Permanent, Bank and/or Agency).
On by default - whether the toggle is switched on by default for non-director staff.
Where to manage permissions
Select the 3 dots beside the 'Message' icon and select Manage Users. This page is only visible to Company Directors and Regional Managers, however Regional Managers only have read access of the page.
Adding a new staff member
Go to the ⋮ (three dots) menu and select Manage Users.
Click Add Staff.
Enter the person's first name, last name, and email address. Phone number is optional.
Choose their permission level (see below).
Click Add Staff to save.
Once added, the person receives an email prompting them to set a password and log in. If they don't log in within 24 hours, you'll need to resend the invite — you can do this from the Manage Users screen.
Editing an existing user
From Manage Users, click on the person's name.
Update their details — for example, changing their permission level or assigned location.
Click Save.
You can also resend an invite from this screen at any time.
Permission levels: Location Manager, Regional Manager & Company Director
Every admin user has a permission level. The level decides which locations they can see and which admin tasks they can do, such as adding users or locations. The permission toggles then control what they can do within that scope. Each level includes everything the level below it can do.
Location Manager
For managers running a single location day to day.
Posts shifts, reviews applications and approves timesheets for their location.
Adds and manages units within their location, and adds Unit Managers.
Starts with the standard 15 default toggles.
Can't see the Manage Users page.
Regional Manager
For managers overseeing several locations in a region. Includes everything a Location Manager can do, plus:
Posts and manages shifts for any location in their region.
Sees stats across all locations in their region, and can access Mission Control.
Adds new locations and Location Managers.
Starts with the standard 15 default toggles.
Company Director
The highest level, with full control of the account. Includes everything a Regional Manager can do, plus:
Sees all locations and regions across the company.
Adds new regions and changes company-wide settings.
Manages access for all other users.
Starts with all 30 toggles switched on.
At a glance
Level | Locations they can see | Can add | Default toggles |
Location Manager | Their own location | Units and Unit Managers | Standard 15 |
Regional Manager | All locations in their region | Locations and Location Managers | Standard 15 |
Company Director | Every location and region | Regions and any user | All 30 |
Default User Permissions
When created, a Company Director will have all user permissions set, and Location, Regional and Unit Managers will have the below set of 15 default user permissions.
Level | Default Toggles On |
Company Director | All 30 |
Regional Manager | Standard 15 |
Location Manager | Standard 15 |
Default Toggles
Post Shifts
Review Applications
Edit Shifts
Manage Shift Presets
Manage Rota Templates
Access Staffing Requirements
Access Timesheets
View Agency Rates
Access Reporting
Manage Agency Workers
Manage Bank and Perm staff
Access Location Settings
View Compliance Documents
View Worker Documents
Manage Leave Requests
Because permissions affect what staff can see and do, it's worth reviewing them whenever you add someone new or change their role, rather than relying on the defaults alone.
Turning on/off a permission off takes effect immediately after the page is refreshed.
What each toggle does
Permission | What it does | Where it applies | Worker types |
Access Location Settings | Lets the user open a site's settings and update things like its address, contact details, pay period and the staffing numbers it needs. | Core & Rota | N/A |
Access Mission Control | Gives access to Mission Control — an overview screen for keeping an eye on how shifts are being filled across locations. Currently only available to Regional Managers and Company Directors. | Rota | Perm, Bank, Agency |
Access Reporting | Lets the user see the reporting and analytics dashboards, like spend summaries. (Reporting must also be switched on for your organisation, and unit managers don't see it.) | Core & Rota | Perm, Bank, Agency |
Edit Shifts | Unlocks the actions on a shift — cancelling it, removing or no-showing a worker, inviting specific workers, changing the rate or unit, releasing it to more workers, and cancelling several at once. | Core & Rota | Perm, Bank, Agency |
Access Staffing Requirements | Lets the user view and set how many staff a unit or location requires. | Rota | Perm, Bank |
Access Timesheets | Lets the user edit timesheets — viewing hours worked, approving them, and fixing mistakes before payroll. | Core & Rota | Perm, Bank, Agency |
Activate Workers | Lets the user approve a newly added worker so they're switched on and can be booked. (Only appears if the new worker approval flow is enabled for your organisation.) | Rota | Perm, Bank |
Create Default Rota Views | Lets the user save a rota layout as the default that everyone at the location sees when they open the rota. | Rota | Perm, Bank |
Finalise Payroll Runs | Lets the user give the final, locking approval on a payroll run. They can only do this if they have access to every location in that run. | Rota | Perm, Bank |
Manage all Employee Contracts | Lets the user view and edit employment contracts for all bank and permanent staff across all locations they have access to — not just their direct reports. | Rota | Perm, Bank |
Manage Bank and Perm Staff | Lets the user manage their perm & bank staff profiles — adding and editing staff, adding skills, compliance and leave. This is the main key to the staff area; the document, HR and contract options below only work alongside it. | Bank Mgr + Rota | Perm, Bank |
Manage Contracts (direct reports only) | Lets the user view and edit employment contracts and pay for the bank and permanent staff they directly manage. | Rota | Perm, Bank |
Manage Expenses | Lets the user handle worker expense claims — approving them, rejecting them, and marking them as paid. | Rota | Perm, Bank |
Manage Staff Permissions | Lets the user turn permissions on and off for all other members of staff. Only available for Company Directors. | Core & Rota | N/A |
Manage Leave Requests | Lets the user manage staff leave — adding, editing, approving and rejecting leave requests. | Rota | Perm, Bank |
Manage Rota Templates | Lets the user create and edit rota templates — reusable weekly patterns that can be applied to build a rota quickly. | Rota | Perm, Bank |
Manage Shift Presets | Lets the user create and edit shift presets — saved, ready-made shifts that make posting common shifts faster. | Core & Rota | Bank, Agency |
Manage Shift Uplifts | Lets the user add and edit uplifts — extra pay on top of the normal rate for nights, weekends or bank holidays — on shifts and presets. | Core & Rota | Perm, Bank, Agency |
Manage Agency Workers | Lets the user block agency workers they don't want sent to the facility, and favourite the ones they do. | Core & Rota | Agency |
Post Shifts | Lets the user create new shifts and post them so workers can pick them up. | Core & Rota | Perm, Bank, Agency |
Release Shifts | Lets the user push an unfilled shift out to the next group of workers (e.g. from your own staff to the marketplace, then agencies). Only matters at sites where releasing is restricted. | Core | Bank, Agency |
Review Applications | Lets the user review staff & agency shift applications and accept or decline them. | Core & Rota | Agency |
Run Payroll | Lets the user run payroll for a pay period — turning approved timesheets into pay. Must have access to all locations in the payroll group. | Rota | Perm, Bank |
Sign Temporary Contracts | Lets the user sign temporary contracts on behalf of the company. Used in France for CDD contracts, covering both your own staff and agency workers. | Rota | Perm, Bank, Agency |
View Employee Records (direct reports only) | Lets the user see HR and employee records for the people who report directly to them. (Needs 'Manage Bank and Perm Staff' as well.) | Rota | Perm, Bank |
View Employee Records | Lets the user see HR and employee records for all staff, not just their own team. (Needs 'Manage Bank and Perm Staff' as well.) | Rota | Perm, Bank |
View Contracts | This option isn't currently in use — turning it on or off has no effect. Contract visibility is controlled by the contract options instead. | Rota | — |
View Agency Rates | Lets the user see agency pay rates and rate cards — what agencies charge for their workers. | Core | Agency |
View Compliance Documents | Lets the user view compliance paperwork — right to work, DBS checks, certifications — for your bank and permanent staff. (Needs 'Manage Bank and Perm Staff' as well.) | Rota | Perm, Bank |
View Worker Documents | Lets the user view document uploads for your bank and permanent staff. (Needs 'Manage Bank and Perm Staff' as well.) | Rota | Perm, Bank |
FAQs
A manager says a menu or page has disappeared.
It is almost always a permission rather than a fault. Check their toggles, and check the locations assigned to them.
I've given someone View Employee Records but they still can't see anything.
Switch on Manage Bank and Perm Staff as well - the record, document and contract permissions only work alongside it.
I can't run payroll.
Run Payroll and Finalise Payroll Runs need access to every location in the payroll group. One missing location blocks the run.