A role determines what a given user sees and can do in Proplanum — from managing the whole organisation down to simply viewing their own schedule. Assigning roles correctly builds a chain of responsibility and keeps control over who may plan, approve requests or edit team data. This article describes the five roles and sets out who can do what in the "Team" tab.

The five roles in Proplanum

The system has five access levels. You assign the role when adding an employee and change it later in their profile (the "Role in the organization" field).

Organisation Administrator

The highest access level. Manages the entire organisation: users, locations, company settings, billing and licences. Can do everything the other roles cannot — including granting the administrator role and permanently deleting employees. Usually the company owner. Full description: Organisation Administrator.

Advisor

Supports the organisation across all locations, most often on the HR and payroll side. Has visibility of schedules, time records and requests, and generates exports and reports. Can add and import employees and change roles (other than the administrator role). Full description: Advisor.

Location Manager

Manages the locations assigned to them: the staff, schedules, time tracking, requests and results. Adds and edits employees in their own locations, but does not import data from a file and does not delete employees permanently. Full description: Location Manager.

Manager

A team leader or shift supervisor. Plans and runs schedules, time tracking and tasks in the locations assigned to them. Does not manage the employee list and has no access to financial statistics. Full description: Manager.

Employee

Carries out day-to-day work in their position. Sees their own schedule, tracks their working time, submits requests and handles the tasks assigned to them. Can edit only their own basic details. Full description: Employee.

Who can do what in the "Team" tab

Only three roles can manage the employee list: Organisation Administrator, Advisor and Location Manager. The Manager and the Employee have no access to team management — an Employee can only correct their own basic details (first name, last name, photo, phone, language).

Most operations are available to all three managing roles. Two actions are reserved for the Organisation Administrator and the Advisor — the Location Manager does not have them:

• Import from a file (simple, advanced, leave limits) — Organisation Administrator and Advisor only.
• Permanent deletion ("Delete permanently") — Organisation Administrator and Advisor only.

The remaining operations are available to all three roles (Organisation Administrator, Advisor, Location Manager):

• Adding an employee — one at a time and as a group.
• Archiving and restoring.
• Assigning positions, tags, locations and employment templates in bulk.
• Changing the status in bulk (to Archived or Inactive).

The Location Manager does all of this only within their own locations.

Which roles you can grant

The list of roles available when adding and editing an employee depends on the role of the person doing the editing — you can only grant a role equal to or lower than your own:

• Organisation Administrator — grants all five roles.
• Advisor — grants four roles (all but Organisation Administrator).
• Location Manager — grants three roles: Employee, Manager, Location Manager.

The details of changing a role are described in Changing an employee’s role (access level).

The lock on your own administrator account

An Organisation Administrator cannot take away their own permissions. Editing their own profile, they will not change their own role or set their own status to Inactive or Archived.

More on using the module day to day in The Team module in Proplanum – an overview and in The employee list – columns, filters and bulk actions.

Updated on: 09/08/2026