Understanding User Access Levels in S4Labour

This guide explains the different user access levels in S4Labour, what each level enables, and how permissions vary across features. It also outlines which settings can be adjusted by your organisation’s head office.

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📊 User Levels Overview

S4Labour uses five core access levels to manage permissions. These levels are flexible and can be assigned based on your organisation’s structure—not just job titles.

Level	Typical Role Examples	Access Scope
LV2	Assistant Manager	Basic site-level access. Limited visibility of sensitive data.
LV3	General Manager	Full site access. Can manage rotas, view pay rates, and edit employees.
LV4	Area Manager	Multi-site access. Broader reporting and people management.
LV5	Senior Management / HQ	Organisation-wide access. Full reporting, user creation, and system configuration.

 

⚠️ Note: These roles are examples only. Your head office determines the appropriate access level for each team member.

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🧩 Feature-by-Feature Breakdown

📅 Rota Access

Feature	LV2	LV3	LV4	LV5	Adjustable?	Notes
Printable Rota	✅	✅	✅	✅	❌	Standard feature
Rota Access	✅	✅	✅	✅	❌	Includes viewing and managing rotas
Visibility of Pay Rates	❌	✅	✅	✅	❌	Restricted at LV2
Multi-Site Reports	Optional	❌	✅	✅	✅	Enabled via head office

 

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📆 Calendar Access

Feature	LV2	LV3	LV4	LV5	Adjustable?	Notes
Holiday & Absence Calendar	✅	✅	✅	✅	❌	Includes viewing and editing

 

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👥 People Management

Feature	LV2	LV3	LV4	LV5	Adjustable?	Notes
Create/Transfer Employees	✅	✅	✅	✅	❌	Includes temp transfers
Full Employee Record Access	❌	✅	✅	✅	❌	LV2 limited to basic info
Edit Hourly/Daily/Agency Employees	Optional	✅	✅	✅	✅	Optional at LV2
Edit Salaried Employees & View Salaries	❌	✅	✅	✅	❌	Sensitive data
View/Edit Bank Details	❌	❌	❌	✅	❌	LV5 only
Allocate TRONC Points & Update CC Tips	Optional	✅	✅	✅	✅	Optional at LV2
View P45 and Contracts	Optional	✅	✅	✅	✅	Optional at LV2
Permanent Transfers	❌	✅	✅	✅	❌	Requires full record access
Edit/Create Users	❌	❌	❌	✅	❌	Admin-only function

 

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📈 Reporting Access

Feature	LV2	LV3	LV4	LV5	Adjustable?	Notes
Holiday Accrual (Days/Hours)	✅	✅	✅	✅	❌	Basic report
Holiday Accrual (Costs/Value)	❌	✅	✅	✅	❌	Financial visibility
Org-Wide Holiday Excel Report	❌	❌	❌	✅	❌	Central reporting only
Employee Audit Report	❌	❌	❌	✅	❌	Includes change logs
Accounts Export	❌	❌	❌	✅	❌	Finance team only
Analysis Section	❌	✅	✅	✅	❌	Performance metrics
Employee Report Central	❌	Optional*	Optional*	✅	✅	Requires area access
Advanced Reporting	❌	❌	❌	✅	❌	Includes leavers/payroll status

 

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⚙️ System Settings

Feature	LV2	LV3	LV4	LV5	Adjustable?	Notes
Admin/Prep/Sales Support Settings	Optional	Optional	Optional	Optional	✅	Can be enabled per user

 

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🔧 Adjustable Permissions (Head Office Only)

Permission	Adjustable?	Who Can Adjust	Notes
Multi-Site Reports	✅	Head Office	Requires multi-site visibility
TRONC Points & CC Tips	✅	Head Office	Optional for LV2
View P45 and Contracts	✅	Head Office	Optional for LV2
Admin/Prep/Sales Support Settings	✅	Head Office	Optional across all levels
Employee Report Central	✅	Head Office	Requires area access

 

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🔗 Creating and Linking User Profiles

• When employees are created, they receive access to their employee portal.
• To grant access to the business side of S4Labour, a User Profile must be created.
• If the employee’s email is already in use:
  • Create the user with a username instead of an email.
  • Link the Employee Profile and User Profile to avoid duplication.

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👤 Employee Profile vs 🔐 User Profile

Understanding the difference between these profiles is essential:

👤 Employee Profile

Contains employment-related data:

• Role
• Pay rate
• Contracted hours
• Holiday allowance
• Rota assignments

📌 Every staff member should have an Employee Profile—even if they don’t log into the system.

🔐 User Profile

Grants login access and defines permissions:

• Access level (LV2–LV5)
• Ability to manage rotas, approve holidays, access reports

🔗 Linking Profiles ensures login credentials are tied to employment data.

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⚠️ Common Confusions

• Creating a User Profile does not create an Employee Profile.
• Employees can exist in the system without login access.
• Access levels apply only to User Profiles.
• Payroll and rota data are stored in the Employee Profile, not the User Profile.

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📝 Important Notes

• Access levels are assigned by head office, not fixed to job titles.
• Only one email address can be used per profile.
• S4Labour does not create or amend user access—this must be managed internally.
• If unsure who manages access, contact your head office administrator.

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📎 Need More Detail?
View the full list of available reports and access levels here:
👉 Report Types Glossary – S4Labour