Roles and Permissions make it possible to assign specific Roles to employees. With Roles assigned, Permissions of key functions can be connected to those Roles. Roles and Permissions are by default very general to ensure you have the flexibility and customization necessary to meet the needs of your business. This article provides an overview of how to access the Roles and Permissions feature as well as more detailed descriptions and guidance of the feature. 


For immediate access to the Roles and Permissions feature, select Settingand then Roles and Permissions.Video navigation to roles and permissions



TABLE OF CONTENTS

What are Roles?


Roles indicate the hierarchical position a person has within the platform. The hierarchy follows the sequence of Account Owner > Administrator > Regional Manager > Manager > Assistant Manager > Staff. The naming convention of Roles is intentionally broad and customizable for you to adjust to the needs of your business. The Role establishes the level 

of access to items, features, and functions in the hierarchy. Any person assigned a role cannot see the permissions of those equal to or above in the hierarchy. For example, any person given the role of Manager would not see the permissions of other ManagersRegional Managers, Administrators, or Account Owners as those Roles are above the Manager in the hierarchy. 


How do Roles function?


Roles represent the hierarchy of the organization. Roles can be assigned to as many employees and staff as needed. They are assigned at the creation of the employees and serve as a connecting point for employees and staffs level of access to functions and permissions. The default Roles are broad to allow easy customization to your business. Roles can be edited at any time from the employee profile or from the Roles and Permissions function found in the Settings tab of the navigation menu. 


Steps to create a Role

Employees with the position of Account Owner, Administrator, Regional Manager, Manager or Assistant Manager are able to create new employees and roles, as a default permission. Roles are established at the creation of a new employee. Please review the steps to create a Role below. 


Option 1:

  1. Select Employees from the navigation menu

  2. Select Profiles, directly below Employees in the navigation menu

  3. Select +Add Employee, located in the top right corner of the screen

  4. An Add Employee pop up window will open, here you will enter basic information and establish the employee role

steps to add a new role

Option 2:


  1. Select Settings from the navigation menu

  2. Select Roles and Permissions from the bottom choice in the navigation menu

  3. Select +Create New Role, located in the top right corner of the screen

  4. Enter Role Name and Save

steps to add a new role


Steps to edit a Role

The following path guides you to edit an employee role assignment. 


Option 1:


  1. Select Employees from the navigation menu

  2. Select Profiles, directly below Employees in the navigation menu

  3. Select Employee name from list of employees to open the employee profile

  4. Select EMPLOYMENT tab

  5. Select View Permissions, within Employment Details

  6. Open the drop-down menu for Role

  7. Select the Role and Save


Option 2:

This option is best used for promoting someone to a higher role within the 

organizational hierarchy.


  1. Select Settings from the navigation menu

  2. Select Roles and Permissions from the bottom choice in the navigation menu

  3. Select Users from below the role name 

  4. Select Employee Name to open the Employees Profile

  5. Select EMPLOYMENT tab

  6. Select View Permissions within Employment Details

  7. Open the drop-down menu for Role

  8. Select the Role and Save




What are permissions?


The permissions function allows each role specific level access to functions by Role. For example, a Staff Member would have permissions set to Read-only for staff scheduling, while a Center Director would have permissions set to Create for staff schedules.


How do permissions function?


Permissions allow access to functions for specific roles. Each function has four permission choices: Read-only, Edit, Create, or Delete. The terms are defined as:


Read-only: the function can be viewed, but changes or creation of new items cannot be completed


Edit: the function can be changed, but creation of new items cannot be completed


Create: new items within a function can be created


Delete: content within a function can be removed


Please note that once a permission choice is selected, anything to the left of that choice becomes available to the Role. An example of this can be seen in the Regional Manager Permissions for Business Tags. Here Create is selected, which automatically makes edit and read-only available to the Regional Manager for the function of Business Tags. 

Highlighted permissionSteps to edit permissions

The permissions for a Role can be edited by anyone above or equal to the Role in the hierarchy, with the key dependency that the Account Owner has assigned permissions. For example, the Regional Manager can edit permissions for anyone equal or below that role in the permissions hierarchy. The screen also allows you to view the Employees and Staff assigned to a Role. This is helpful in familiarizing yourself with who will be given permissions upon edits made. 


The following path guides you to view and edit an employee's and staff's permissions. 


  1. Select Settings from the navigation menu

  2. Select Roles and Permissions from the bottom choice in the navigation menu

  3. Select View below the Role

  4. View Permissions and select permission access by function

  5. Toggle to View Staff to familiarize yourself with who will be given permissions


Recommended Audiences 

With roles and permissions explained, it’s time to consider how this feature can be used within your business.


 As a reminder, once a permission choice is selected, anything to the left of that choice becomes available to the Role. 


Role

Position

Recommended Permission Setting

Account Owner

Owner, Chief Operating Officer, President

Delete 

Administrator

Senior Leaders, Ancillary Regional or District Support like Education Coordinators, Quality Support, etc. 

Read-only or Edit 

Regional Manager

Regional Manager

Create

Manager

District Manager/Center Director

Create

Assistant Manager

Assistant Director, Third in Charge, Kitchen Manager

 Edit

Staff

Lead Teacher, Teacher, Floater, Substitute,  etc.

Read-only


Permission Breakdown

Please see an in-depth chart of the level of access for each permission

Chart coming soon!



Permissions Overview Video


Please contact helpdesk@kangarootime.com with any questions.