Permissions in Sapling are built to help customize information access for every individual at your organization. Custom permissions allow you to create tailored access for your coworkers based on their function.
This comes in handy for onboarding program stakeholders, such as IT and Hiring Managers, but can also help define access levels by location or department.
Understanding Permission Level Basics
There are 5 types of permission levels available in Sapling:
- Employees: the default option for all new team members. The Employee permission group allows them to see their own information, but never see sensitive information for others.
- Managers: an auto-assigned permission to team members that manage other people. Managers can see their own profile information, as well as key information for their direct reports.
- Admins: admins have access to certain key functions on the Sapling Admin toolbar (Workflows, Dashboard, etc). They can see and edit other team members’ information.
- Super Admins: Super admins can see and edit everything in Sapling. With great power comes great responsibility - we suggest limiting this type of access only to those who need to view all data in Sapling.
- Temporary Admins: This allows people outside your company (such as an auditor, a contractor, or a Sapling Customer Success Specialist) to access your Sapling account without actually creating a profile for them.
Within each permission level, you can walk through relevant fields in Sapling and decide what fields have No Access, View Only access, or View & Edit access based on the permission you are creating.
You can also add as many sub-levels to each permission group as you need. For example: in the "Managers" permission group, you can break it down by "Managers - Sydney" vs. "Managers - Paris," customizing the view for each group.
How to add/edit Permission Levels
To add a new permission Level, navigate from Home > Permissions. Select which of the 5 permissions groups you'd like to add a new level to (Employees, Managers, Admins, Super Admins, or Temporary Admins) and click the "Add New Permission" button.
This will add a new permission level to that permission group (i.e. "Employees - France" as part of the overall "Employees" permission group).
To edit an existing permission, click on the permission you'd like to edit. Walk through the fields like you'd like to change, and hit "Save."
*Note: all Team members in your org will default to be in the "Employee" or "Manager" permission level (defaults to manager if they have a direct report in Sapling). To add someone to any other group (Admin, Super Admin, or Temp Admin) you will need to do so manually.
To add a team member to a permission group, select the group you'd like to add them to. Click "Edit Members" and click on their name. This will automatically save them to that group.
To delete a team member from a group, select the group you'd like to delete them from. Click on the trashcan icon by their name to remove.
How can I customize permissions at each level? What are my options?
Depending on what permission level you edit, you will be prompted with different field options to give No Access, View Only access, or View & Edit access to. These options will show up in the top menu when you edit a permission level.
Available options for all levels (Employees, Managers, Admins, Super Admins, and Temporary Admins):
- Platform Visibility: This is used to specify what employees should see on their own profile. For example, you can turn off access to the Sapling Calendar, while keeping profile fields open for editing.
- Own Info Visibility: This allows you to get more granular by toggling permissions to specific custom tables, and sections in the profile tab. We suggest turning off edit access for things like Compensation or Role Information.
Available options for Managers Only:
Everything listed above, plus:
- Manager scope: You can decide if managers can see information only for their direct reports, or indirect reports as well.
- Direct Report Platform Visibility: Choose what managers should see when looking at a direct report’s profile. For example: deciding if they see should see remaining time off balances for their direct reports.
- Others Info Visibility: Similar to the “own info” settings for employees, this allows you to toggle access to specific custom tables or profile sections.
- Initiate Offboarding: under the "Platform Visibility" permission section, you can turn on the "Start Offboarding" toggle to enable managers to have the option to kick off the onboarding process from their direct report's profiles.
*Note: For Managers to Initiate Offboarding
Turn on the "Start Offboarding" toggle in the "Platform Visibility" permission section.
This enables managers to kick off the offboarding process from any of their team member's profiles.
Available options for Admins (Admins, Super Admins, and Temporary Admins) Only:
Everything above, plus:
- Extra filters (location, department, employment status): Filters by group to allow for extra customization. You may want to create an admin permission level for each office, or a specific one for contractors.
- Admin Tool Visibility: You’ll be able to grant access as needed to specific admin tools, such as the dashboard, document manager and integrations page. For example, you may want to grant “View and Edit” access to an IT team member or Developer to help you setup your account integrations. You may also want to provide reporting access to an executive team, or the payroll team.
If you need extra help setting up your permission levels, don’t hesitate to reach out to your Customer Success Manager, or send us a message at firstname.lastname@example.org.