Job functions and permission presets: how they work in Klyra

What the job function is for

The job function describes the person’s actual work and is also used in shift scheduling, to understand how many people with a given skill are needed at a given time. It is not just a label: it automatically activates a consistent set of permissions.

A cook, for instance, typically gets access to recipes and production but not to the till, while a waiter sees the till and the floor but not recipe costs.

Permission presets

Every job function applies a preset: a ready-made bundle of permissions covering most real cases. Using presets speeds up onboarding, because you do not need to decide permission by permission every time you hire someone.

• The preset is applied automatically when you choose the job function
• Changing the job function updates the base preset
• Presets cover the most common features for that operational role

Individual permission changes

If someone needs something different from the standard preset, you can turn individual permissions on or off from their profile without changing their job function. This is useful, for example, for a waiter who also needs to log HACCP temperatures, or a cook who also handles supplier orders.

Individual changes stay attached to the person, not to the job function: if you later change someone else’s job function, previous exceptions do not carry over.

When it makes sense to create exceptions

Exceptions work well for individual or temporary cases. If several people with the same job function systematically need the same extra permissions, it is worth flagging it to whoever configures the organisation: it might be better to review the job function itself.

Cosa trovi in questa guida

• job function
• permission preset
• individual permissions
• waiter
• cook
• access customisation

Passaggi

1. Open the person’s profile in the users section
2. Assign or update their job function
3. Check the permission preset automatically applied
4. Turn individual permissions on or off as needed
5. Save and check the effect on the person’s access

Problemi frequenti

• A waiter cannot see HACCP → the job function preset does not include it → enable the specific permission on their profile
• Manually added permissions disappear after a job function change → the new preset does not include them → manually re-enable the necessary exceptions
• Two people with the same job function see different things → one has individual exceptions the other does not → check both profiles
• A manager edits a preset thinking they are changing one person → the preset is shared across the whole job function → use individual permissions for single cases

Domande frequenti

Guide collegate

• Roles and levels in Klyra: administrator, manager, staff
• Plan the shifts