Roles and levels in Klyra: administrator, manager, staff
What changes between Klyra’s three access levels and how to pick the right one for each person.
Klyra organises access to features across three main levels: administrator, manager and staff. Each level determines what a person can configure, approve or simply view, regardless of their day-to-day job function.
Administrator
The administrator sees and configures the whole organisation: sites, billing, integrations, users and compliance settings. This level suits whoever manages the business overall, not a single location.
The number of administrators usually stays limited: the more people have this level, the higher the risk of uncoordinated changes to settings shared by every site.
Manager
The manager operationally runs one or more assigned sites: schedules shifts, approves clock-in corrections, handles goods receiving and HACCP checks, but does not touch global settings such as organisation billing.
- Can invite new staff for the sites they have access to
- Approves requests such as time off and schedule corrections
- Sees reports and analytics only for assigned sites
Staff
Staff is the operational level: they see their own shifts, clock in from Kiosk or Station, check the recipes and HACCP procedures relevant to them, but do not access site settings or other colleagues’ data.
Choosing the right level
The level should be chosen based on the person’s actual responsibility, not their contract title: a chef who also handles supplier orders needs the manager level, while a waiter stays at staff level even with a lot of seniority.
Cosa trovi in questa guida
- user roles
- access levels
- administrator
- manager
- staff
- permission hierarchy
Passaggi
- Open the person’s profile in the users section
- Find the level or role field
- Choose between administrator, manager and staff
- Check the assigned sites match that level
- Save the changes and check the person’s access
Problemi frequenti
- A manager cannot see billing → feature reserved for administrators → this is expected behaviour, not something to fix
- Too many people have administrator level → assigned out of convenience → lower it to manager for those handling only one or two sites
- A staff member asks to approve time off → level not sufficient for that action → consider promoting them to manager
- A manager cannot invite staff → missing the user management permission on top of the level → check both the level and the specific permissions
Domande frequenti
Can a manager have access to just one site?
Yes, the manager level defines what they can do, while assigned sites define where they can do it: the two aspects are independent.
Does every organisation need an administrator?
Yes, at least one person needs this level to manage global settings such as billing and compliance.
Can I change someone’s level at any time?
Yes, you can change it from the user profile without sending a new invitation.
Does the level affect the notifications received?
Yes, some notifications such as pending approvals are only visible to manager or administrator level.
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