Team Management•7 min read

Roles & Permissions

Control who can do what in your SimpleStaff team with role-based access control.

Understanding Roles

SimpleStaff has three built-in roles, each with different levels of access:

👑

Owner

Full control over the team. The person who created the team is automatically the owner.

BillingTeam SettingsDelete TeamTransfer Ownership
📋

Manager

Create and manage schedules, approve requests, but can't change team settings.

Create SchedulesApprove SwapsTime-Off RequestsView Reports
👤

Staff

View their own schedule, request swaps and time off. The basic employee role.

View ScheduleRequest SwapsRequest Time OffSet Availability

Permissions Matrix

PermissionOwnerManagerStaff
View own schedule✓✓✓
View all schedules✓✓—
Create/edit schedules✓✓—
Publish schedules✓✓—
Approve swap requests✓✓—
Approve time-off✓✓—
Invite members✓⚙️—
Remove members✓⚙️—
Change roles✓⚙️—
View reports✓⚙️—
Team settings✓——
Delete schedules✓⚙️—
Billing & subscription✓——
Delete team✓——

⚙️ = Configurable by owner in Owner Panel → Permissions

Changing Someone's Role

  1. 1

    Go to Manager Dashboard → Staff Management

  2. 2

    Find the team member in the list

  3. 3

    Click on their current role

  4. 4

    Select the new role from the dropdown

⚠️

Note

You can only assign roles up to your own level. Managers can't promote someone to Co-Owner.

Transferring Ownership

Need to make someone else the owner? Only the current owner can do this:

  1. 1Go to Team Settings → Danger Zone
  2. 2Click "Transfer Ownership"
  3. 3Select the new owner from the list
  4. 4Enter your password to confirm
  5. 5You become a Co-Owner, they become the Owner
🚨

This cannot be undone

Once transferred, only the new owner can transfer it back.

Customizing Manager Permissions

Owners can fine-tune what managers can do in their team. Access these settings in the Owner Panel → Permissions tab.

Can invite new members

Allow managers to create invite codes and invite new team members

Can remove members

Allow managers to remove staff members from the team

Can change roles

Allow managers to promote staff to manager or demote managers to staff

Can view reports

Access to labor cost and hours reports

Can delete schedules

Permission to permanently delete past schedules

💡

Default Settings

By default, managers can invite members, remove members, view reports, and delete schedules. Role changing is disabled by default for security.

Related Articles

👥Inviting team members
📊Setting up seniority rules

Questions about roles and permissions?

Contact Support