Limit what a person sees
Restrict a person to certain departments, clients or properties, and create access types that hide screens or make them view-only.
The video for this guide is coming soon.
A person's role says which screens they open. Two settings let you go further: limit the departments, clients and properties they see, and give them an access type that hides screens or makes them view-only. Use this article for a manager who only looks after one client, or for a person who must read without changing anything. Allow 10 minutes for a first access type.
The role and the activities are changed in Edit a person's record. To see the result through the person's eyes, see Try the software with a test account.
Choose the right setting
| You want | Setting to use |
|---|---|
| A person to see only certain clients, departments or properties | "Departments, clients & properties", in their record |
| A person not to open certain screens, or to read them without changing anything | An access type |
| Both at once, for several people | An access type, which also carries the "Where" |
Limit the departments, clients and properties
Step by step
- 1
Open the Settings › Access › Users menu.
- 2
Click the person, then the "Access" section of their record.
- 3
Next to "Departments, clients & properties", click Edit. The "Departments, clients & properties" window opens.
- 4
Under "Allowed departments", tick the departments: Cleaning, Inspection, Maintenance, Delivery.
- 5
Under "Allowed clients", tick the clients.
- 6
Under "Allowed properties (tags)", choose the tags of the properties.
- 7
Click Save. The message "Scope saved." is shown and the "Access" section shows the new choices.
What the choice of clients limits, and what it does not limit yet:
| Item | Effect of the choice of clients |
|---|---|
| Properties, jobs (calendar, operations, alerts, dashboard), bookings, reports, invoices and prices | Limited to the clients chosen |
| A property without a client | Is not shown to the person |
| Deliveries, linen, clock-ins and hours, notifications | Not limited yet |
| An administrator | Always sees all the clients: this choice does not limit them |
| A field worker | Sees the jobs given to them: the clients chosen only limit the office |
Create an access type
An access type starts from a role, then hides screens or makes them view-only. It cannot open a screen that the role does not open.
Step by step
- 1
Above the list of people, click Access types. The "Access types" window opens.
- 2
Click New access type. The "New access type" window opens: the settings on one side, the preview "What the person will see" on the other.
- 3
Enter the "Name", for example "Cleaning lead — view only".
- 4
Under "1 · Starts from", choose "Office" and a role, or "Field" and activities.
- 5
Under "2 · Where (optional)", limit the departments, clients and properties if needed.
- 6
Under "3 · Screens, in menu order", set each group of screens:
- "Edit": same as the role.
- "View": the person opens the screen, without changing anything.
- "Hidden": the screen disappears from their menu.
- 7
Check the preview: it shows the person's menu, on a computer and on a phone.
- 8
Click Save. The message "Access type saved." is shown and the type appears in the list.
Give an access type to a person
Step by step
- 1
Open the person's record, "Role and activities" section.
- 2
Open the "Role" list.
- 3
Under "Access types", choose the type. The message "Access type applied." is shown.
- 4
Open the "Access" section: "Access type" shows its name, and "What this account can open" lists the screens.
To go back to the role alone, reopen the "Role" list and choose a role: the access type is removed. The "Access" section then shows "None: rights follow the role."
Edit, duplicate or delete an access type
Step by step
- 1
Above the list of people, click Access types. Each row shows the name, the starting role, the number of screens that can be edited, are view-only and are hidden, and the people who use it.
- 2
Click Edit to change the type, or Duplicate to start from a copy.
- 3
To delete it, open it with "Edit", then click "Delete this access type". A confirmation window names the people who lose it.
- 4
Click Delete. The message "Access type deleted." is shown.
Frequently asked questions
Can an access type give more rights than the role?
No. An access type can only hide screens of the role or make them view-only. To open more screens, start from a broader role.
Who can create an access type?
Only administrators. The "Access types" button is shown for them only.
Can an access type be given at the invitation?
Yes. An access type is given to a person in their record, "Role" list, or at the invitation.
How do I check what the person really sees?
In their record, "Access" section, the part "What this account can open" lists their screens. To go further, enter the software with a test account.
Does limiting the clients also hide the deliveries of those clients?
No, not yet. Deliveries, linen, clock-ins, hours and notifications are not limited by the choice of clients.