Articles on: Team management

Changing an employee’s role (access level)

The role in the organisation decides which features and data a team member has access to. You change it in the employee profile when somebody is promoted, takes on managerial duties or when their permissions need narrowing. Roles can be changed by the Organisation Administrator, the Advisor and the Location Manager.

Remember: The full descriptions of each access level and of what each role may do in the Team module are in Access levels and user roles.

How to change an employee's role

The role is changed on the employee editing screen, in the "Role in the organization" field. The new permissions take effect as soon as you save.

Go to the "Team" tab and find the employee on the list (use the search box or the filters).
Click the pencil "Edit" icon in the employee's row. (You can also open "Details" from the three-dot menu and then click "Edit data".)
On the "Personal information" tab open the "Role in the organization" field and pick the new access level.

The Role in the organization field in an employee's personal details

Click "Save" in the action bar at the top.

Which roles you can grant

The list in the "Role in the organization" field depends on your own permissions — you only see the roles you are allowed to assign:

Organisation Administrator — can grant any of the five roles: Employee, Manager, Location Manager, Advisor, Organisation Administrator.
Advisor — can grant four roles: Employee, Manager, Location Manager, Advisor (does not grant the Organisation Administrator role).
Location Manager — can grant three roles: Employee, Manager, Location Manager.

Important: If a role is not on the list, your permissions do not allow you to assign it. A higher role has to be granted by somebody with wider permissions.

Changing your own role and the administrator account

An Organisation Administrator cannot change their own role. When you edit your own account, the "Role in the organization" field is disabled and below it you see the message: "You cannot change your own administrator role. Another administrator has to do it." This safeguard protects the organisation against accidentally leaving itself without its only administrator — the administrator role can only be changed by another Organisation Administrator.

If you change the role on your own (non-administrator) account, the app will refresh your session automatically after saving so that the new permissions work correctly — you may briefly see the view reload. That behaviour is correct.

Changing the role affects the access level only — the employee's remaining data (locations, positions, status) is edited in the same tab, Editing an employee’s personal details.

Updated on: 09/08/2026

Was this article helpful?

Thank you!