User roles and permissions
Levels of permission
There are multiple levels of permission in the Leave Dates system:
- User
- Approver
- Admin
- Hidden
Admin users can administer these permissions in the Settings > Employee page, where each employee has the following tick boxes shown:
These permissions can be combined. So a single person can be both an admin, and an approver.
User
Everyone who has a Leave Dates account is a user.
Users are able to perform the following activities:
- Request leave.
- Edit and cancel leave which has not yet been taken.
- View details of their own leave.
- View the leave of others, including the type of leave, unless it has been marked as private.
- View their allowance and remaining allowance.
- Update their own profile information.
- Import their leave dates into a regular calendar such as Outlook or Google Calendar.
Approver
Users with the approver permission can be set up as approvers of departments or employees.
Approvers have the same permissions as a user, and can also perform the following activities:
- Approve or decline leave requests of direct reports.
- View information about the leave requests of their direct reports, even if the leave is marked as 'private'.
- View the 'My Year' page of their direct reports.
- Request, edit and cancel leave for their direct reports.
- Manage time off in lieu (TOIL) for their direct reports.
- Run reports for their direct reports.
Approver permissions cannot be removed as long as the employee is still configured to be an active approver for anyone (employee or department). Use the approver report to figure out whom they're still an approver for, update the configuration, and then remove the permissions.
Admin
The person who first created the leave calendar is assigned the role of Admin. It is also possible to be assigned the role of admin by other admin users.
Admins are, by default, not also an approver. But you could assign multiple permissions to the same person.
Admins have the same permissions as a user and can also perform the following activities.
- Configure the tool to align it with your organisation's leave policy.
- Set up employees, leave types, allowances, calendars and more.
- Assign the approver or admin role to other users.
- View the 'My Year' page of anyone in the company.
- Request, edit and cancel leave on behalf of anyone in the company.
- Approve or decline leave requests only if no other approvers are assigned.
- Make corrections to leave records, even after the leave has been taken.
- View request information, even if the leave is marked as 'private'
- Manage time off in lieu (TOIL) for anyone in the company.
- Run reports for anyone in the company.
- Amend the subscription.
It is not possible to remove your own admin permissions. You would first need to give someone else admin permissions, and ask them to remove the permissions for you. This is to make sure that you never accidentally lock yourself out.
Hidden
The hidden role is for users who do not need to share their time off with others on the wall chart.
It is useful for system administrators who manage multiple companies, or for approvers who do not need to track or share their own leave.
Any users set up as hidden will not be listed in the wall chart except for themselves and admin users. Leave created for hidden users will not be shown as conflicts with other users, or used to calculate the maximum people allowed on leave.