What Roles and Permissions Can Users Have?
This article is for shift supervisors, managers and business administrators.
TeamUltim uses role-based permissions to reflect the different responsibilities within a business. Users can be assigned one of several roles: viewer, inactive employee, active employee, shift supervisor, or business administrator, ordered here from lowest to highest access level.
Business administrators can change roles and permissions on a user’s profile page.
Viewer (limited access)
A viewer is not considered an employee in day-to-day scheduling. Viewers cannot be scheduled for shifts and have no access to team-management features.
They can only access the parts of the app they were explicitly granted permission for—such as schedules, reports, time tracking data, subscriptions/billing information, or other read-only modules.
A viewer must have at least one of these access options enabled; otherwise, they will see almost nothing after logging in.
Viewers are suitable for people who need insight into operational data but should not interact with scheduling or employee management (e.g., auditors, external accountants, franchise owners, or management assistants).
Inactive employee
A shift supervisor or admin can mark an employee as inactive.
Inactive employees cannot be scheduled for shifts and are hidden from scheduling workflows.
This status is useful for long-term absences such as sabbaticals, maternity leave, or other extended leaves.
Active employee
Active employees can use the main Team Tools in the navigation menu, including the dashboard, calendar, and relevant personal features.
They can:
- View basic personal information of colleagues (name, phone, email).
- View location details, such as address and the team assigned to that location.
- Be scheduled for shifts.
Note: If an active employee is not assigned to a location, they will not see team or location information until a supervisor or admin assigns them.
Shift supervisor
Shift supervisors must be active employees.
They can:
- Add and edit shifts (for locations they manage).
- Add, edit, and manage employees assigned to their locations.
Business administrator
Business administrators have the highest permission level.
They can:
- Access all permissions of shift supervisors and active employees.
- Add and edit employees at any location.
- Assign roles and manage user rights.
- Assign specific managed locations to shift supervisors.
Upgrading an active employee to business administrator automatically grants them all shift supervisor rights.