In Teamso, permissions decide who can see and do what. Each module's menu has a Manage Permissions page where you grant and remove that module's permissions. This article explains the permission types, granting and removing permissions, assigning permissions in bulk with a Permission Group, and setting the scope of permissions with Branch Management.
The company's main administrator account and users with the module's permission-management permission do this.
Permission types
You can recognise a module's permissions by their names. For the Expense module, for example, the list shows:
Type | Example name | What it gives |
Permission management | Expense Module Permission Management | Opens the module's Manage Permissions page; this person can give the module's other permissions to others. The Approval Process page also needs this permission. |
Admin | PDKS Admin, Overtime Admin | Module setup and settings; sees the whole company. |
Manager | Expense Manager Permission | Day-to-day work; sees and manages records of employees in the branches they are responsible for. |
Base | Expense Base Permission | The employee's own records: creating their own requests and seeing their own records. |
Single-task permission | Badge Management Permission, Policy Management Permission | Runs one job of the module. You hand that job to someone without giving the module's Admin permission: for example Badge Management Permission (Performance) manages badges and recognition but gives no goal period rights. |
Some modules also have detailed permissions such as View, Add, Update, Delete or Approve. Each permission's name says what it does; for some you can click the question mark next to it to see What is it used for?.
Important distinctions:
A manager permission is not the same as being an employee's manager. The scope of a manager permission is based on branches. The "Direct Manager" in approval processes is the manager selected in the employee's job details (Approval Process).
The company's main administrator account (the person who signed up for Teamso) holds every permission in the purchased packages. Its permissions cannot be changed from the permission screens.
Permissions of modules that were not purchased do not appear in the list.
Before you start
You need the permission-management permission of the module.
Employees must already be added (First steps in Teamso).
To manage employees in other branches, you need a Branch Management record for those branches (see below).
Step by step
Granting a permission to an employee
Open Configuration at the bottom of the left menu, choose the module's tab and click Responsibilities (e.g. Configuration > Expenses > Responsibilities; Configuration page). The Manage Permissions: Expense page opens. It lists employees who have at least one permission in this module. In the row above the list you can search with the Search by employee name box, filter to the people who have a given permission with the Permission chip (the search and the chip work as one criterion, picking one clears the other) and sort by employee with Sort or the column header. The Permission column shows the first two modules and a few permissions on each row; the rest are counted as +N, and clicking it opens all permissions (with their What is it used for? notes) in the details window. The pages are at the bottom of the list; on a narrow screen the list turns into cards.
Click Add. The Select Permission Group window opens; the module's permissions are divided into topic groups.
Click the plus icon next to the group you want.
In the Adding Permission window, first select the employees. Narrow the list with Branch, Department and Position, then pick one or more people in Employee.
In Responsibility, select the permissions to grant. This field stays disabled until an employee is selected.
Click Add.
You can also use Add in the menu at the end of an employee's row to add permissions to that person.
Changing or removing permissions
In the list, open the menu on the employee's row, choose Edit, then choose the group.
In Responsibility:
To add a permission, select it in the list and click Update.
To remove a permission, click the cross on its tag. The removal applies immediately; if it fails, an error message appears and the tag stays.
To remove all of the employee's permissions in this module, choose Delete in the row menu and confirm.
You cannot remove your own permission-management permission, and you cannot delete your own row while it holds one. The screen shows "You cannot remove your own permission-management permission..."; ask another administrator to remove it.
Use View Details in the row menu to see all of an employee's permissions.
Granting permissions in bulk with a Permission Group
A Permission Group is a ready-made template that holds permissions from several modules. Users with the Manage Permission Groups permission use this page.
In the left menu, go to Configuration > Responsibility groups.
The list sits in one card: search by group name in the box above it and sort by name with Sort on the right or by clicking the Permission Group Name header; the group count and the pages are at the bottom of the list. Each row shows the group's name with its Permanent or Default tag and a short summary under it (e.g. "21 modules, 34 permissions"). The Permissions column shows the group's modules with the number of permissions in each; the rest are counted as +N modules.
Clicking a row opens the group's details window. The modules are in a collapsible list: click a module to see its permissions, Expand all opens them all. The Search modules or permissions box searches module and permission names and opens the matching modules. For a group that can be edited, Edit at the bottom of the window opens the edit window.
To create a group, click Add. The Add Permission Group window opens: the Permission Group Name at the top, the modules on the left below it and the permissions of the module you pick on the right. The box next to a module selects or clears all of it; the number next to the module name shows how many are selected (e.g. 3/8). The search box searches module and permission names. The bottom of the window shows how many permissions are selected; click Save when you are done. A new group starts with the default group's permissions ticked. At least one permission must be selected; clicking Save with none selected shows "Select at least one permission to save the group." If you close the window without saving, the group is not created. On a phone the modules are one collapsible column.
To give the group to employees, click Make Assignment. Choose the Permission Group (its summary appears under the field), pick the employees in the Employees section; the bottom of the window shows how many employees you picked. Click Save.
From a row's menu you can Edit, Copy or Delete a group, or make it the default with Set as Default (Set as Default is shown only to accounts with the company admin role).
Things to know:
An assignment replaces all of the employees' previous permissions. When a group is assigned, the selected employees' existing permissions in every module are deleted and the group's permissions are given.
If the company's main administrator account is in the selection, it is skipped and the group goes to the other employees; the message says how many people received it and how many admins were skipped. If you select only the main administrator account, nothing is assigned.
A group is a template: editing it later does not change the permissions of employees who already received it. Changes apply only to future assignments.
The Default group sets the permissions given automatically to newly added employees.
Groups labelled Permanent are created by the system; their names and contents cannot be changed.
Widening the scope with Branch Management
Manager permissions and the permission list are limited to the branches a person is responsible for: their own branch plus the branches given to them on the Branch Management screen. The main administrator account is made responsible for every new branch automatically.
In the left menu, go to Configuration > Branch managers.
Click Add, select the branches and the employees, and click Save.
The Responsible Branches column lists a person's branches by name. Search by employee name in the box above the list, narrow it to the people responsible for one branch with the Branch chip, and sort by employee, number of branches or creation date with Sort or by clicking a column header. To see all branches or remove one, click the row or the eye icon on the right (Details) and click the bin icon on the branch card; branches are removed one by one.
Result
A granted permission applies immediately. New links in the employee's left menu appear when they refresh the page.
Removing a permission does not delete records the person entered; it only removes their access.
Adding and removing permissions is written to the company's activity records (Transaction History).
Common problems
Symptom: Some employees do not appear in the permission list.
Cause: The list only shows employees who have a permission in this module and who are in branches you are responsible for.
Solution: Use Add to give a new person a permission; get responsibility for other branches through Branch Management.
Symptom: A module's menu has no Manage Permissions link.
Cause: The link is shown only with that module's permission-management permission (for Overtime, the Overtime module one). Sub-permissions (e.g. for leave rules, meeting rooms or the organization chart) do not open the page, so they do not show the link either.
Solution: Ask your administrator for the module's permission-management permission.
Symptom: The main administrator's row has no action menu.
Cause: The main administrator account's permissions cannot be changed.
Solution: No action is needed; this account already has every permission.
Symptom: I cannot remove my own permission-management permission.
Cause: The screen prevents it so that you do not lock yourself out of the page.
Solution: Ask the main administrator account, or another user with this permission, to remove it.
Symptom: Assigning a permission group warns "You cannot assign this group; it has permissions you cannot grant: …".
Cause: You can assign a group only if you could also grant each of its permissions one by one (each permission is granted by its module's manager; the company admin grants all). This stops anyone from making themselves a manager. The warning names the permissions in the way (the first five and how many more, if there are more).
Solution: Have the managers of those modules or the company admin assign the group, or create a new group without those permissions and assign that one.
Symptom: Editing or copying a group warns "The group has permissions you cannot grant: …".
Cause: The assignment rule applies to the group's content too: you can add to a group only permissions you could grant yourself, and copy only a group whose every permission you could grant. Permissions already in the group are not checked again when you save.
Solution: Ask the module's manager or the company admin to add that permission.
Symptom: Assigning an empty group is refused.
Cause: Assigning replaces the people's current permissions with the group's; an empty group would remove them all. Add permissions to the group first.
Symptom: You cannot delete or change a permanent (system) group.
Cause: Permanent groups are managed by Teamso; copy one to build your own.
Symptom: You cannot do anything on the Branch Management screen.
Cause: Adding, removing and listing branch responsibilities needs the Branch Management permission. The company admin's branch responsibilities cannot be removed.