🕰️ Est. Time: 5-10 minutes
🎯 Goal: Understand what permissions are, what each permission means, and how you can amend these for users
🔑 Requirements: Access to amend team member permissions. If you're the account subscriber, you will have these permissions as default.
What are Access Levels and Permissions?
Access Levels and Permissions in Streamtime help you customise how much access a user has within the system. These levels align with the roles in your agency, ranging from basic access to full administrative control. At the top of the hierarchy is the account subscriber, who has ultimate control over the entire account, managing everything from billing to sensitive data integrations.
Permissions are the specific rules that outline what actions a user can take within their assigned access level. For instance, permissions might allow someone to export lists or view and edit financial data. This setup ensures that each person has the right tools for their role, helping to streamline operations and keep everything running smoothly.
In the digital world, controlling who can access what and perform specific actions is crucial for smooth and secure operations. Streamtime understands this well, so we’ve designed a whole system of permission groups and specific permissions to manage access. These groups are tailored to fit different roles in an agency, ensuring everyone has the tools and info they need to do their jobs without risking sensitive data.
What Access Levels and Permissions Are Available in Streamtime?
Streamtime offers various permission groups to organise what different roles in your agency can do, from basic access to full admin control. Here’s a breakdown:
The Subscriber
This is the big boss of your Streamtime account, and have all permissions turned on - the subscriber is the only person in the account whose permissions can’t be amended, due to their role within the account. Your Subscriber handles billing, payment details, and manages integrations. They’re the gatekeepers, ensuring your sensitive data stays secure and is only used appropriately.
Essentials
Perfect for your everyday team members, this group gives access to what they need without overwhelming them:
To Do: Manage & make changes to their To Do Screen, including logging time & adding new To Do’s from the My Items section.
View Team To Do: Switch to other team members To Do screens to view the tasks they’re working on across the platform.
View Jobs: Allows access to Jobs, Schedule and Priorities. Does not allow them to made changes or additions to jobs or amend to do’s in the Schedule, but does allow them to comment in the activity log within the job and create new Priorities boards.
Submit Happiness Report: Allows the user to submit happiness reports (learn more on the Happiness Coach feature here)
ℹ️ To Do: This permission is automatically enabled for all team members by default, and can’t be turned off.
Plan & Manage
For those managing workflow and team dynamics, like team leaders and project managers:
Edit Team To Do: Allows them to add and edit to do’s for other team members if they have the ‘view team to do’ permission also enabled. If they also have access to the ‘view jobs’ permission, allows them to add and amend to do’s within the Schedule too.
View Job Pricing: Access financial aspects like quotes and invoices within the Job, as well as viewing access for the Schedule and access to Priorities.
Edit Jobs: Allows for amendments and additions to jobs, items, and phases. Also allows access to financial aspects like quotes and invoices, as well as viewing access for the Schedule and access to Priorities.
Team: Ability to create or hibernate team members, and amend team member information.
View Happiness Coach Summary: Receive weekly happiness reports, and see the happiness overview in the dashboard if they have access to this area.
ℹ️ Job Pricing/Edit Jobs: when these permissions are enabled, team members will not see cost rates for team members or be able to download a Job Cost Report, unless the “Cost Rates” permission is also enabled.
ℹ️ Team: When you give someone the “Team” permission, they can invite new team members. However, these new members will only have access to their To Do screen. This is super useful when you need to quickly onboard a freelancer and get them working without fussing over additional permissions. If you want to manage permissions when inviting new members, make sure you also have the “User Permissions” permission.
Admin
Geared towards leadership roles such as Managing Directors and Agency Owners:
Your Company: Allows access to the ‘Your Company’ section of the settings, and gives permission to make amendments to the company or any additional branches created within the account.
User Permissions: Manage who has access to what within Streamtime.
Master Settings: Ability to access ‘Master Settings’, which allows for creation of rate cards, as well as master items, expenses, and labels. Also allows amendments to be made to these areas.
Contacts: Create, amend and manage all contacts and companies within the account.
Reporting: Access the key reporting areas - the dashboard, WIP & Billing reports, and the New Streamtime Reporting feature. Additionally allows users to create custom reports using the data sets they have access to.
ℹ️ User Permissions: Automatically also gives the user the “Team” permission. Additionally, if your team member doesn’t have access to specific areas, they will only be allowed to grant the permissions that they have access to within their own account.
ℹ️ Reporting: does not allow team members to download data, unless they additionally have the “Export” permission enabled. Additionally, the happiness coach results will not show on the dashboard unless “View Happiness Coach Summary” permission is also enabled.
If a team member does not have access to certain data sets, these will not show for them (i.e., if they don't have access to "Cost Rates", but a shared report includes this data set, this wouldn't be available for the user).
Finances
Focused on financial security, this group ensures only authorised personnel can access financial details:
Account Settings: Allows access to billing information, which gives your team member access to manage the plan and payment methods.
Cost Rates: View and set team members’ cost rates.
Export: Export data from Streamtime, including reports.
ℹ️ Cost Rates: In order to amend or set team members cost rates, the user will additionally need access to the “Team” permission. If they need to see cost information in Jobs, they will also need the “View Financials” or “Edit Jobs” permission, depending on what they need to do.
These permission groups keep things organised, making sure everyone has the right access for their role while safeguarding sensitive information.
Why Should We Use Access Levels and Permissions?
Setting up access levels and permissions in Streamtime is essential for keeping your agency’s workflow efficient and secure. Here’s why it matters:
Tailored Access for Different Roles
Permissions allow you to customise access based on each team member’s role. For example, the Essentials group lets employees focus on their tasks without unnecessary information, while the Plan & Manage group offers project managers additional capabilities like editing jobs and viewing financial details.
Data Security and Integrity
Restricting access to sensitive information through the Finances and Admin groups helps protect critical data from unauthorised changes. This prevents mishandling of sensitive financial data, ensuring the integrity of your agency’s operations.
In summary, using permissions in Streamtime helps balance accessibility with security, optimise workflow, and support a positive work culture. It ensures that team members have the right tools while protecting the organisation’s sensitive information.
How do I set Access Levels and Permissions?
When adding a new team member
When you add a new team member, you can set their access levels and permissions right away, or tweak them later by editing their profile. Just make sure you have the User Permissions enabled on your account.
To set permissions for a new team member, simply scroll to the bottom of the Add New User pop-up during setup and select the appropriate options.
Modify an existing team member’s access levels and permissions
Go to Team Members under Account Settings in the ⚙️(Settings) Menu.
Select the team member you want to modify.
Assign a permission group by clicking the checkboxes along the top; you can select more than one.
Set any individual permissions by clicking the checkboxes under each group, allowing for multiple selections.
How do I change my Subscriber?
If you need to change your subscriber, perhaps due to a team member leaving or new leadership, follow these steps:
Go to Team Members under Account Settings in the ⚙️(Settings) Menu.
Select the team member you want to assign as the new subscriber.
Click the ⋮ icon.
Click Set as subscriber.
Click Change to confirm.
By giving each team member access based on their job, Streamtime ensures everyone has the tools and information they need, while keeping your data safe. This way, everyone can work together smoothly without worrying about unauthorised access to sensitive information.
With Streamtime’s access levels and permissions, you can strike the perfect balance between enabling your team and protecting your agency. Team members feel empowered, sensitive data stays protected, and operations run smoothly—it’s a win-win!