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How do Rights and Groups control what users can do?

Understand how Rights unlock features and Groups bundle them for roles, then create and edit Groups, follow best practice and test what users can see.

Key Points

  • Rights control what users can see and do in FlowLogic - each Right unlocks a specific feature. Groups bundle Rights together for teams or roles, so you assign Rights to a Group and then add users to it.

  • The full list of Rights is under System Menu > Rights. Most users won't have access to this area, which is intentional.

  • Create or edit a Group in System Menu > Groups (Add New Group or Edit), set the name, description, users and Rights, then click Save.

  • Changes to a Group apply to everyone in it, so if one person needs different access, create a separate Group for them. After setting up a Group, switch into a user to test what they can see.

  • Groups also form the foundation for Section Permissions and Form Permissions.

Rights & Groups in FlowLogic

What Are Rights?

Rights control what users can see and do in FlowLogic. Each right unlocks access to a specific feature, such as:

  • Viewing the Roster Schedule
  • Creating or editing shifts
  • Accessing Reports
  • Managing the Drive
  • Editing documents
  • Using Risk Assessment tools

Rights are granular, meaning each one controls a very specific action. To view the full list, go to System Menu > Rights. Note that most users won't have access to this area - this is intentional, as it's a powerful and complex part of the system.

A detailed Rights List is also available in the FlowLogic Online Guide.

What Are Groups?

Groups bundle rights together for teams or roles. Instead of assigning rights to individual users one by one, you assign rights to a group and then add users to that group - making permission management much more efficient.

Common group examples include:

  • Super Admin
  • FlowLogic Admin
  • HR Admin
  • Roster Manager
  • Finance Admin
  • Team Leaders
  • Support Staff

Higher-level groups typically have broader access, while operational groups have more restricted access.

Creating a Group

  1. Go to System Menu > Groups and click Add New Group
    How do Rights and Groups control what users can do? - Creating a Group
  2. Enter the group name, description, and messenger recipient option (if required)

    How do Rights and Groups control what users can do? - Creating a Group (2)
  3. Assign users by clicking their name, using the arrows to move all users at once, or searching for specific staff

    How do Rights and Groups control what users can do? - Creating a Group (3)
  4. Assign rights to the group (if you have permission)

    How do Rights and Groups control what users can do? - Creating a Group (4)
  5. Click Save

Editing a Group

  1. Go to System Menu > Groups
  2. Locate the group and click Edit
  3. Update the group name, description, assigned users, or assigned rights as needed
  4. Click Save

Best Practices

  • Changes to a group apply to everyone in it. If one person needs different access from the rest of their group, create a separate group for them rather than removing access from the shared group
  • Plan your group structure before creating groups
  • Avoid creating a separate group for every small role
  • Combine roles where access requirements are similar
  • Keep the number of groups manageable - the more groups you create, the more maintenance is required

Testing Permissions

After setting up a group, it's strongly recommended to:

  1. Add a staff member to the group
  2. Switch into that user
  3. Confirm what they can and cannot see

Testing ensures your permissions are working as intended.

How It All Fits Together

Groups also form the foundation for Section Permissions and Form Permissions. A well-planned group structure keeps your entire permission system secure, efficient, and easy to manage as your organisation grows.

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