How much of an employee's data can be edited, and whose access can be changed, depends on the role of the person making the change. Below you will find who can edit other team members' profiles, who changes roles, and what an employee can change themselves.

Who can edit other employees' data?

Three roles can fully edit another team member's profile (personal data, status, role, locations, positions, tags, schedule settings, employment conditions):

• Organisation Administrator — edits everybody, including other administrators.
• Advisor — edits everybody apart from the Organisation Administrator.
• Location Manager — edits Employees, Managers and other Location Managers.

You open the editor from the list in the "Team" tab — with the pencil "Edit" icon in the employee's row or through the three-dot menu → "Edit". The pencil icon and access to the profile only appear for those employees whose role the person has the right to grant.

The Manager does not manage the team list — they do not edit profiles, add, archive or change anybody else's role. The "Team" tab stays outside their management remit.

What can an employee change themselves?

An Employee has no permission to edit other people's profiles. In their own profile they can only change the basic details:

• first and last name,
• profile photo,
• phone number,
• preferred language.

The e-mail address is read-only, and the employee does not change their locations, positions, tags or role themselves. If they need such a change, they report it to their supervisor.

Who changes roles (access levels)?

The role is changed in the "Role in the organization" field in the "Personal information" tab. The list of roles available depends on the permissions of the person editing — you can only grant the roles you have the right to assign yourself:

• Organisation Administrator — every role: Organisation Administrator, Advisor, Location Manager, Manager, Employee.
• Advisor — Advisor, Location Manager, Manager, Employee (not Organisation Administrator).
• Location Manager — Location Manager, Manager, Employee.

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

Who imports and who deletes permanently?

Some operations are narrower than ordinary editing:

• Importing employees from a file (simple, advanced, leave limits) — only the Organisation Administrator and the Advisor. The Location Manager adds people by hand or as a group, but does not import.
• Delete permanently — only the Organisation Administrator and the Advisor, and only on archived employees. It is an irreversible operation (it erases all the data: shifts and time records). The Location Manager has no permanent deletion — they can only archive.

The full description of the roles and their permissions is in Access levels and user roles.

Updated on: 09/08/2026