Best Practices for Role Based Permissions

Let's take a look at role based permissions. Now, you may have seen our training on how to set role based permissions. But what I want to go over in this video is kind of the best practices and the way that that we've designed role based permissions to work with, some roles in the real world.

We will be discussing, your general manager, your backup house manager, and your front of house manager and go over the roles we would expect they'd be given. Of course, you can manage this however you'd like, but we just wanna give you an idea of, the sort of hierarchy that you can create with these permissions.

For starters, scroll down.

Go to the next page here and we're gonna look at the general manager. The general manager in this instance is your top manager. We're not worried about, franchisee in this example. Let's just say they kind of make all the decisions at a specific location.

When we look at this role, we can see that we've got the general manager here. If they have user management, they have post management, which allows them to post into the news feed. They also have location view permission. This is a bit of a default if the user management has been selected.

It's grayed out here just so we don't cause any confusion. We also give them the ability to check off training for specific roles and training distribution. When we look at this role, this manager, this general manager, has all of these permissions here. You can also get a bit of a deeper dive by, you know, clicking on one of these here to see what all that permission provides.

Then we go down to managed roles, and this is where it really starts to, you know, pick and choose who this manager can manage This managed roles down here is is what is that deciding factor. Right? If we look at this, the general manager is able to manage a back of house manager. They can manage the front of house manager.

Then we've also selected pretty much every other role that fits in this example that I'm trying to provide here. I'm gonna go ahead and click save here, and this just gives you a bit of an idea of the the types of roles that you would have your general manager cover. Now, if you have any additional roles, like a line cook or anything specific, it helps to have them also listed under this. You don't want them to just manage the backup house manager and front of house manager because then they technically can't actually manage any of the other roles.

Let's go ahead and save this here, and we're going to take a look at the front of house manager. Let's edit their role. They have very similar permissions. In this example, I don't allow them to do training distribution.

You totally can. But we see it as maybe a general manager should make that decision on should be getting extra extra training. But again, that's that's up to you. In this example, the front of house manager can manage the staff or the roles within the front of house.

We have our servers, our bartenders, our hosts, and our bussers. And if you have, you know, if you're a quick serve restaurant, you've got your cashiers or you have, any sort of delivery staff, they would also probably fit in here to, work under the front of how manager.

And so let's go ahead and save here. And then I'm gonna take a look now at the backup house manager.

We pull them up. Again, they have very similar permissions. User management, post management, they by default get that location view permission, which is the location tab, and trainer.

In this in this example, we just give the backup house manager the ability to manage the kitchen roll and the dishwasher roll. If you have any other specific roles, for your backup house, people tend to have their line cooks or any other specific roles, you would want to put them under the the back of house manager managed roles, and that allows them to actively manage those users. Hopefully that gives you some clarification and allows you to get a good sort of, role hierarchy built within ExpandShare. It's really all built on permissions. Let's say that you have a franchisee, the real difference between a franchisee and a general manager might be that their permissions are very similar to a general manager, but they also manage the general manager.

One thing you can notice here is that the general manager can manage another general manager.

We don't recommend allowing a role to manage its own role. This can be done within the software but similar to the real world, one role doesn't tend to manage their colleagues. It's someone above them tends to manage them.

They all just work together. Then just another best practice is don't allow a role to manage its own role. It can be done in the software. Hopefully that clears things up and gives you a good example of what different roles should be able to manage within ExpandShare.