Who gets access to what
Florence has two types of access:
Desktop access — for managers and admins who run care homes, supported living sites, or nurseries. This gives access to the full management view described in this article.
App access — for staff who work and pick up shifts. Workers use the Florence app and do not have access to the desktop management view.
Adding a new staff member (Managers on desktop)
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.
Permission levels
Level | Access |
Location Manager | All information at a single location. |
Regional Manager | All locations within an assigned region. Useful if you have several sites in one area — for example, a London region covering all your London care homes. See our article on setting up regions. |
Financial Controller | A legacy permission level. We now recommend using Company Director with specific permissions toggled on or off instead, as it gives more flexibility. |
Company Director | Full access to all locations, regions, and features across the company. |
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.
Managing detailed permissions
Each permission level comes with a set of sensible defaults (for example, Company Directors have access to payroll and HR, while location-level users have more limited access). To review or adjust these in detail:
Go to Manage Users and click Manage Permissions.
Find the person or role you want to adjust.
Toggle individual permissions on or off — these span Agency Manager, Payroll, HR, and Compliance.
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.
Examples of what a permission controls:
Payroll — typically enabled only for Company Directors. Without it, the Payroll page and Timesheets tab (including the ability to approve or reject timesheets) won't appear.
Reporting — controls access to the Reporting tab and Mission Control.
Turning a permission off takes effect immediately after the page is refreshed.
For a full breakdown of every individual permission and exactly what it unlocks, see article here.
Bulk setup for larger teams
If you're setting up a large number of staff at once, we can do a bulk import on your behalf:
We'll share a spreadsheet template with all available permissions listed as columns.
Add your team members' names and email addresses, then tick the boxes for the permissions each person should have.
Send the completed spreadsheet back to us, and we'll create all the user accounts for you.
Get in touch with your Florence contact to request the template.