This article explains the permissions for managing team member records, employment information, and leave. It can help you select the appropriate permissions when creating a custom access level.
 

Before you read

• Target audience: This article is for users with System Administrator access.
• Plan restrictions: To check whether your plan includes custom access levels and permissions, see the Customization & Security section of our Pricing Plans.
• Feature update: Custom access levels has a new look in Business settings. The changes are being gradually rolled out and will soon be available in all eligible Deputy accounts. If you're not on the new access level experience, go to Classic custom access levels and permissions (Discontinuing).
   

This article covers:

• Team member information permissions
  • View team member information
  • Add team members, and edit team member information
  • Edit team member pay details
  • Set regular pay rates
• Sensitive Data Management Permissions
  • View sensitive team member details and documents
  • Manage sensitive team member details and documents
• Terms and training permissions
  • View team members’ employment terms
  • Edit team members’ employment terms
  • View training requirements
  • Edit training requirements
• Leave controls permissions
  • Approve leave requests
  • Edit leave requests
• Journal management permissions
  • View journal entries and make comments
  • View journal categories
  • Edit journal categories
     

Team member information permissions

These permissions control how managers interact with team member profile information in the People tab, including basic information, contact details, and pay details.

Tip: Most organizations enable View team member information access for managers so they can see who is on their team. If protecting sensitive financial information is important for your organization, consider restricting Edit pay details access to trusted administrators only.

 View team member information

• If turned ON: Users can access the People tab to view employee profile details at locations they manage, excluding the Pay details section. This permission does not allow them to edit any information.

• If turned OFF: Users cannot see the People tab. The following two (2) permissions will also be disabled automatically: (1) View analytics and (2) Manage analytics.

   

 Add team members, and edit team member information

Dependencies: Turning this permission ON will automatically enable the following permission: View team member information. 

• If turned ON: Users can edit employee profile details for locations they manage, excluding the Pay details section. They can add and invite new team members.
   
• If turned OFF: Users cannot edit employee profile details and cannot add or invite new team members. The following two (2) permissions will also be disabled automatically: (1) View Team member sensitive details and documents and (2) Manage sensitive Team member details and documents.

 Edit team member pay details  

Dependencies: Turning this permission ON will automatically enable the following two (2) permissions: (1) View team member information and (2) Add team members, and edit team member information.

• If turned ON: Users can view and edit pay rates and salary information within the People tab, for team members in the locations they manage. 

  Details in the People tab > Employment > Pay details may include:

  • Employment type
  • Payroll ID
  • Pay centre
  • Pay rate
  • Classification
  • Salary amount
  • Salary cost allocation
  • Weekly pay / Daily pay
     

• If turned OFF: Users will not be able to see the Pay details section in team member profiles.

   

Set regular pay rates   

Dependencies: Turning this permission ON will automatically enable the following permission: View team member information.

• If turned ON: Users can edit and override regular pay rates for team members in locations they manage.
   
• If turned OFF: Users cannot edit and override regular pay rates for team members in locations they manage. CSV imports are not accessible.

Sensitive data management permissions

These permissions control access to sensitive documents and data fields, including payroll details. Setting them up correctly can help keep your team’s data secure and properly managed.

Tip: Think of this like a digital filing cabinet. You might want managers to add documents without being able to view everything inside. If protecting confidential team member data is a priority, consider limiting the View permissions to users responsible for HR or payroll management.

See Adjusting the sensitive personal data and documents permission levels to learn more about managing sensitive data.
 

 View sensitive team member details and documents

Dependencies: Turning this permission ON will automatically enable the following four (4) permissions: (1) View team member information, (2) Edit team member pay details, (3) Export timesheets for payroll and (4) Add team members, and edit team member information.

• If turned ON: Users can view payroll details and employee documents marked as 'Sensitive' for the locations they manage. 

• If turned OFF: Users can upload or request documents from employees for locations they manage, but they cannot view any 'Sensitive' documents once uploaded.

   

  Manage sensitive team member details and documents

Dependencies: Turning this permission ON will automatically enable the following four (4) permissions: (1) View team member information, (2) Edit team member pay details, (3) Export timesheets for payroll and (4) Add team members, and edit team member information.

• If turned ON: Users can manage employee's sensitive documents (update, request update and delete) and can edit payroll details.  
   
• If turned OFF: Users cannot change or delete sensitive documents, or manage payroll data
  
   

Terms and training permissions

These permissions control who can view and update employment terms and training requirements.

Tip: If maintaining payroll accuracy is important to your organization, you may want to limit Edit team member's employment terms to payroll-responsible users. Similarly, if regulatory compliance is a priority, consider restricting Edit training requirements to users responsible for compliance.
 

 View team members’ employment terms

• If turned ON: Users see pay rates, leave conditions, standard hours and employment terms for team members in locations they manage.
   

• If turned OFF: Team member pay rates, leave conditions, standard hours, and employment terms are hidden.

   

 Edit team members’ employment terms

Dependencies: Turning this permission ON will automatically enable the following permission: View team members' employment terms. 

• If turned ON: Users can make changes to pay and leave conditions, standard hours and employment terms for team members at locations they manage.
   
• If turned OFF: Users are able to view pay and leave conditions, standard hours and employment terms for team members at locations they manage, but cannot change them.
   

 View training requirements

Dependencies: The following permission must be manually enabled for this permission to function properly: View team member information.

• If turned ON: Users can see training tags in employee profiles on the People page, and can view training modules in Business Settings. 
   
• If turned OFF: Users cannot see training records in employee profiles. 

 Edit training requirements

Dependencies: Turning this permission ON will automatically enable the following permission: View training requirements.

• If turned ON: Users can create and edit training modules in Business settings for locations they manage. 
   
• If turned OFF: Users cannot create or edit training modules in Business settings. 

Leave controls permissions

These permissions control who can approve, decline and modify leave requests in Deputy. 

Tip: When a team member requests time off, decide whether managers should only approve the request as submitted, or also have the ability to change the leave type (for example, switching “Sick Leave” to “Annual Leave”). Many organizations assign Edit leave request access to managers responsible for final payroll sign-off to ensure leave is coded correctly for payment.

 Approve leave requests 

Dependencies: Users must have System Administrator or Location Manager access to approve leave. Turning this permission ON will automatically enable the following permission: View team member information.

• If turned ON: Users can approve or decline leave requests for team members at the locations they manage. This permission does not allow them to edit any details (dates, times, or leave type).
   
• If turned OFF: Users cannot approve or decline any leave requests.

 Edit leave requests

Dependencies: Turning this permission ON will automatically enable the following two (2) permissions: (1) Approve leave requests and (2) View team member information.

• If turned ON: Users can edit submitted leave requests for team members at locations they manage, including assigning or changing leave types, and modifying leave dates and times.
   
• If turned OFF: Users cannot make any changes to submitted leave requests, they can only approve or decline the request as submitted. With this option, the leave request will go through a 2 step leave approval process. 

Journal management permissions

These permissions control which users can view and record employee performance feedback using Journals. As journal entries may include sensitive information, setting these permissions up properly can support professional handling of employee performance data.

Tip: If consistent performance categories are important in your organization, you may want to restrict Edit journal categories to System Administrators, as changes affect how all managers organize their feedback.
 

 View journal entries and make comments  

Dependencies: The following permission must be manually turned ON for this setting to function properly: View team member information.

• If turned ON: Users can see existing Journal notes and post new comments for team members in their managed locations.
   
• If turned OFF: The Journal tab within the People page is hidden, and users cannot see or record any performance feedback.

 View journal categories

Dependencies: This feature is only available for accounts on the Enterprise plan.

• If turned ON: Users can see the journal categories (like "Positive" or "Negative") used to organize journal entries.
   
• If turned OFF: Users cannot see the the journal categories. 
   

 Edit journal categories

Dependencies: This feature is only available for accounts on the Enterprise plan. Turning this permission ON will automatically enable the following permission: View journal categories.

• If turned ON: Users can create, change, or delete the categories used to organize journals across the organization.
   
• If turned OFF: Users cannot create, change, or delete journal categories.