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Create a 'read-only' manager role in new permissions
Create a 'read-only' manager role in new permissions

How to replicate a read-only team manager role using the new permissions.

Oliver Cook avatar
Written by Oliver Cook
Updated over a week ago

The new permission settings introduce roles, which provide much flexibility and customisability in creating specific access for certain users.

One legacy role under the old permissions that is no longer available is a read-only manager. Even though this role no longer exists, under new permissions you can create a new role that has very similar access.

To this, you can duplicate the team manager role and then modify the permissions of this new role, We'll show you how in the steps below.

Duplicate 'team-manager'

  1. Click your name in the top-right-hand corner, then click Settings.

  2. On the settings menu, click Permissions, then click Roles.

  3. Find the Team manager role, then click the Duplicate icon.

  4. Locate the duplicate, it will be called Team Manager_Duplicate.

  5. Click the pencil icon to edit the duplicate role you've just created.

  6. Amend the title of this role and enter a description.

    📌TIP: We recommend including the name of the team it will relate to (Team A in the example below).

  7. Deselect Automatically assign role when employee is added as manager of a Team.

  8. Don't select any employees to assign to this role at this point. You will do this later.

    Click Save at the bottom of the screen. This will open the Permissions screen where you can modify the options.

Modify permission of your new role

When you edit a role, and click save, by default you are brought to the permissions of that role.

📌TIP: You can also get to these permissions via your settings:

  1. Click your name in the top-right hand corner, then click Settings.

  2. On the settings menu, click Permissions, then click Permissions.

  3. Under Select a role, click on the drop-down then select the new role you've created.

Since you want the role to only have read-only access, you need to delete the permissions that allow a user employee assigned it to be able to add or edit information, or adjust settings.

  1. Click the bin icon next to the following permissions on the Core HR tab to delete them:

    • Manage onboarding & offboarding tasks for employees

    • Give & collect assets

    • Upload documents

    • Create documents from templates

    • View shared documents

    • Access notes in employee profile

    • Send tasks

    • Add trainings

    • Complete trainings

    • Edit trainings

    • Remove trainings

    • Add employees to training events

    • View custom fields

  2. After you remove these permissions, click on the Leave Management tab, and delete the following permissions:

    • Approve & decline time off requests

    • Add time off request

    • Edit time off request

  3. You now have some permission options on the Core HR and Leave Management tabs which allow viewing or accessing certain areas. Some of these permissions will be set to “Team I manage”:

    As this user role won't be an actual team manager, you need to edit these settings to give access to a specific team rather than “Teams I manage”.

  4. Click the cog next to a permission.

  5. Deselect Teams where I am a manager, then select Specific teams.

  6. Select the teams you want this role to have access to.

    You may also have the option to limit how much information the role has access to, for example, 'Full information' or 'Basic information'.

  7. When you're done, click Submit.

    The permission now looks like this.

  8. Repeat steps 4-7 for the other remaining permissions.

    📎NOTE: For the Access employee information option, you can select to allow the role to view employee and personal details (but not edit), and to View info cards for the employees not on the team (Anyone else):

Your Core HR permissions should now look like this:

Your Leave Management permissions should look like this:

You can now assign employees to this role.

Assign users to the read-only role

  1. Click your name in the top-right-hand corner, then click Settings.

  2. On the settings menu, click Permissions, then click Roles.

  3. Click on the pencil ✏️ next to the read-only manager role you created.

  4. Select which employees you want to assign.

    You can select all employees listed as well as filter who shows.

  5. When you're done, click Save.

You've now successfully created and assigned users to a read-only manager role.

📌TIP: If you ever want to create a read-only manager role, but for different teams, you can now just duplicate your existing read-only manager role, give it a different name, and then edit the permissions so they apply to different teams.

In the example Below Team B is selected instead of Team A.

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