Who can do what in Team, and its settings
The Team member, Manager and Team manager roles, the Team permissions, and every Team setting in one place.
Team holds private information, so every screen checks who's looking. Three ready-made roles cover most businesses.
The roles
| Role | What they can do in Team |
|---|---|
| Team member | Their own pages (Me), the directory and the org chart. Nothing else in the admin |
| Manager | Everything a Team member can, plus their own team (the people who report to them, and below): profiles (not private fields), time-off approvals, checklist tasks, goals, reviews and one-on-ones. No pay unless you allow it |
| Team manager | Everyone in Team: profiles, time off, documents, checklists, goals, reviews, reports, surveys and hiring. Pay only if "see and record pay" is ticked for the role. No settings |
| Administrator | Everything, including Team → Settings and pay |
Give people these roles when you invite them to sign in. See Add people and invite them to sign in.
Someone who already signs in with another role (for example a Bookkeeper or a teacher) keeps their role, and also gets their own Me pages once their sign-in is linked to their Team record, as long as their role includes Team: their own pages.
The Team permissions
To change what a role can do, go to System → Roles, click Edit next to the role, and tick or untick in the Team group. See Roles and permissions.
| Permission | Allows |
|---|---|
| Team: their own pages (…) | The Me pages |
| Team: see the team directory and org chart | The directory, org chart, Who's out, Celebrations and finding people with Ctrl K |
| Team: manage their own team (…) | A manager's own team |
| Team: manage everyone (…) | Everyone's profiles, time off, documents, checklists, goals and reports |
| Team: approve time off for the people they manage | Approving and declining time off |
| Team: see and record pay (1) | Team → Pay and pay reports |
| Team: run review rounds | Starting and closing review rounds |
| Team: hiring (jobs on the careers page and their applicants) (2) | Team → More → Hiring |
Team Settings always stay with Administrators.
Team settings
Go to Team → Settings (Administrators). The links at the top open each part; click Save Changes in each.
| Part | What you set there |
|---|---|
| General | Kinds of work (one per line), Reasons for leaving (one per line), and Remind me about former team members' records after (years) |
| Who sees what | Team members can see their own payment records, Managers with "see and record pay" can see their own team's pay, Managers can see their team's documents |
| Time off | When Allowances start (January 1 or each work anniversary), and giving part of the yearly allowance to people who start during the year |
| Pay | Usual currency and Title on payment records |
| Hours | Turn on the hours log, and its projects. See The hours log |
| Hiring | The careers page. See Hiring, the careers page and applicants |
| Website Me page | The phone-friendly Me page. See Your Me pages |
| Custom fields | Your own profile fields. See A person's profile |
| Emails | Each email to team members, managers and job applicants: turn it on or off, and Edit the text |
| View log | Who opened whose pay or private fields, or downloaded their data, and when |
The emails
| To team members | To managers and Team managers | To job applicants |
|---|---|---|
| Invitation to sign in (Set your password) | A time-off request to approve | We got your application |
| Tasks assigned (and a reminder the day before they're due) | Time off starting tomorrow | Not selected (only when you choose to send it) |
| Time off approved or declined | A new person starting next week; someone leaving | |
| A document to read; a document expiring | Checklist tasks overdue | |
| A review to answer; a review shared | A new job application | |
| Announcements (when you tick "Also email it") | ||
| A payment record added | ||
| A survey to answer |
All emails go out through your site's email, in its branded design. Pay amounts are never written in emails.
Privacy, in short
- Nothing in Team is published on your website, except the jobs you open on the careers page.
- Team members are never added to Contacts or your newsletter.
- Pay, payment details, private notes and private custom fields are stored encrypted.
- No government ID or health fields are built in.
- Download their data and Remove for good help you answer people's requests about their data. See When someone leaves.