Updating Roles and Permissions

Overview

A user's role sets the baseline of what they can see and do in Astalty, and you can fine-tune individual permissions on top of that role. Both are managed from a user's Permissions tab.

Not everyone can update other users. Who can do what depends on your own role:

• Account Owner — can update Admins, Managers, and Team Members, and can transfer account ownership. The Account Owner's own permissions can't be edited by anyone — they always have every Admin permission.
• Admin — can update Managers and Team Members by default. Updating another Admin requires the Can manage permissions for admin users permission (off by default).
• Manager — cannot change other users' roles or permissions.
• Support Workers — two permissions can be edited on their Permissions tab: Can view all case notes and Can only view case notes written by users in their user groups. Those are the only permissions available for the role — to give a Support Worker access beyond that, convert them to a Standard User (see Converting User Types).
• Auditors — their permissions can't be edited; the role is fixed read-only.

Open a User's Permissions

1. Go to the Users section and select the user you want to update.
2. Open their Permissions tab. This is where you manage their role, status, and individual permissions.

Change a User's Role

To move a user between roles — for example, promoting a Team Member to Manager, or stepping an Admin down to limit their access — click Edit Role, choose the new role, and save.

Change a User's Status

From the Change Status menu you can restrict, deactivate, or reactivate an account — for example, when someone leaves your organisation. For the full process and what each status means, see Deactivating and Reactivating Users.

Fine-Tune Individual Permissions

To adjust what a user can do without changing their role, click Edit on the Permissions card and toggle the options on or off. The available toggles depend on the user's role and on which features your account has enabled.

Admin Permission Toggles

For Admin users you can toggle:

• Can access pages relating to Finance
• Can access Direct Charges
• Can invite users into Astalty
• Can manage User Records for all Users
• Can create and edit their own eSignature requests
• Can create and edit all eSignature requests
• Can manage HR details for users
• Can manage calendar events on behalf of other users
• Can manage Scheduling Costs
• Can manage permissions for admin users
• Can access the SMS inbox
• Can manage API keys and webhooks

Giving an Admin Access Without Finance

If you want a user to have Admin access but not see any financial data, open their Permissions tab, click Edit, and untick Can access pages relating to Finance, then update.

Granting API Key and Webhook Access

Can manage API keys and webhooks opens the API Dashboard to that Admin and lets them create, view, update and delete this account's API keys and webhooks. It only appears when the API or Webhooks feature is enabled for your account, and only the Account Owner can grant or revoke it — the toggle is disabled for every other user, even an Admin holding Manage Permissions for Admin Users.

Turning it on reveals a warning, because this permission bypasses every other permission on the page: a Full Access API key reads and changes Participant, worker and finance data regardless of what else is ticked for that user. To confirm, tick both acknowledgement checkboxes and type the user's full name exactly as shown — Update User stays disabled until all three are satisfied. Revoking the permission needs no confirmation, but it only closes the Admin's access going forward: any key they already created keeps working and stays visible to the Account Owner, who can delete it separately.

See API Keys and Webhooks for what the permission unlocks, and Restricting, Deactivating and Reactivating Users for what happens to a user's API keys when their access is removed.

Manager Permission Toggles

For Manager users you can toggle:

• Can access pages relating to Finance
• Can access Direct Charges
• Can create and manage eSignatures
• Can access Scheduling
• Can manage calendar events on behalf of other users
• Can access the SMS inbox

Enabling Can access Scheduling unlocks the full set of Manager scheduling permissions — shifts, supports, approvals, the shift board, and availability — as a group. They can't be enabled individually, and there is no whole-role scheduling toggle (see the Scheduling matrix).

Team Member Permission Toggles

For Team Member users you can toggle:

• Can delegate Tasks
• Can access all Participants
• Can edit Participant plans
• Can edit Participant plan services
• Can create and manage eSignatures
• Can access the My Billable Charges Report
• Can access the SMS inbox

Support Worker Permission Toggles

Support Workers have exactly two toggles, both covering case note visibility:

• Can view all case notes
• Can only view case notes written by users in their user groups

Can view all case notes takes precedence. While it is ticked, the second option is ignored and greys out — untick the first to make the user-group option selectable.

For what each option covers, which User Groups count, and worked examples, see Role Permissions.

Role Settings Shown on This Tab

Below the per-user toggles, the Permissions card also shows a read-only role settings box named for the user's role — for example, Team Member role settings — listing every role-wide permission set for that role under Role Permissions. Each row is a disabled checkbox matching what's switched on or off under Settings > Permissions; hover a row for a tooltip on where it's controlled.

A row this user has their own override for carries an Overridden for this user chip — the checkbox then shows the user's actual permission, not the role default. If you can view and update settings, the box's explanatory text links straight to Settings > Permissions; otherwise it's plain text.

Admin and Auditor have no role-wide settings, so the box doesn't appear on their Permissions tab. Nothing can be changed from this box — change a setting for the whole role under Role Permissions, or override it for just this user above.

Transfer Account Ownership

The Account Owner can hand ownership to another Admin user. From that Admin's Permissions tab, choose Transfer Account Ownership and confirm.

Video Walkthrough