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How can I change a user role? ​

You can update a user's role to change their access level and permissions.

Steps ​

  1. Go to People → Employees

    • Find the user whose role you want to change
    • Click on their name to open their profile

  2. Edit user

    • Click Edit button
    • Or click ⋮ menu → Edit Employee

  3. Update role

    • Find Role or Access Level field
    • Select the new role:
      • Admin: Full system access
      • Manager: Team management and approvals
      • Employee: Basic leave requests

  4. Review impact

    • Permissions: User will get new permissions immediately
    • Access: Some features may become available/unavailable
    • Approvals: May affect who they can approve

  5. Save changes

    • Click Save
    • Role change is applied immediately
    • User may need to log out and back in

Role change scenarios ​

Employee → Manager ​

  • User can now approve team leave requests
  • Gains access to team reports
  • Can view team member profiles
  • May need to be assigned as approver

Manager → Admin ​

  • User gets full system access
  • Can manage all employees
  • Can modify settings and policies
  • Use with caution

Admin → Manager/Employee ​

  • User loses admin privileges
  • Can no longer modify settings
  • May still have manager capabilities
  • Review before downgrading

Important considerations ​

  • Approvers: Changing to Manager may make them eligible as approvers
  • Existing approvals: Current approvals remain valid
  • Data access: Role change affects what data is visible
  • Re-login: User should log out and back in for changes to take effect

Tips ​

  • Communicate role changes to affected users
  • Review permissions before changing roles
  • Consider impact on approval workflows
  • Test role changes with a small group first