Dashboard permissions

How you decide which roles and users see each dashboard in Insights, and how much of the data they see.

Under Dashboard permissions you decide who sees the Period overview, the Absence overview, the Consultant overview and the MRR bridge. The page is written for you who set up the permissions in your company.

Find your way here

Go to Settings > Dashboard permissions. You reach the same page from Insights, with the Settings button at the top right.

To see the menu item you need the Finance manager role with write permission. If you still do not see it, the function has not been switched on for your company yet. Contact your consultant at Kleer.

How the permissions work

The permission is set per dashboard, not once for the whole of Insights. A role can therefore see the Period overview without seeing the Absence overview.

Each permission consists of three parts:

• Dashboard. Which overview the permission applies to.
• Role or user. Who gets to see it. You can give the permission to a whole role, for example Manager, or to an individual user.
• Selection. How much of the data in the overview the person sees.

If a user has no permission to a dashboard, it is not shown at all. If the user has no permission to any dashboard, the menu item for dashboards under Insights is not shown either.

The selections

Which selections you can choose depends on the dashboard.

For the MRR bridge there is only All, so the selection is already filled in.

Where Own and Subordinates are set

The selections Own and Subordinates read settings that are made in other places in Kleer. The dashboard permission decides that the user sees the dashboard, but which figures and which employees are shown is controlled by the settings below.

Categories for the Own selection

With the Own selection, the user sees the Period overview for the categories and category entries the user has permission to. The permission is set under Settings > Categories, either for a whole category or for an individual category entry.

Give permission to a whole category:

1. Go to Settings > Categories.
2. Click the pencil at the end of the row for the category.
3. Under Users with access, choose the user in the field Users.
4. Click Save.

Give permission to an individual category entry:

1. Go to Settings > Categories and click the category’s name. The list of category entries opens.
2. Click the pencil at the end of the row for the category entry.
3. Under Users with access, choose the user in the field Users.
4. Click Save.

The column Users with access in the lists shows which users already have permission. A project manager also automatically gets permission to the category entry for their projects.

The same setting controls who sees the income statement for the category. There the user also needs the permission See result for own category, see Permissions in Kleer for companies.

The organisation for the Subordinates selection

With the Subordinates selection, the user sees the employees who are below the user in the organisation, at all levels. The organisation is based on who is the Line manager of whom, and it is set on the user under Settings > Users, on the Organisation tab.

You can make the setting from two directions. Both give the same result.

Enter the manager on the employee:

1. Go to Settings > Users and open the employee.
2. Go to the Organisation tab.
3. Choose the manager in the field Line manager.
4. Click Save.

Add the employees to the manager:

1. Go to Settings > Users and open the manager.
2. Go to the Organisation tab.
3. In the table, choose the employee under Has right to.
4. Click Save.

The Organisation tab can only be opened once the user has been saved. The checkboxes for payroll, expenses and time reporting on the same tab control what the manager can access in those areas. They do not affect which employees the manager sees in the dashboard. You can read more about line manager in Permissions in Kleer for companies.

Add a permission

The page has one card per dashboard. Each card lists the permissions that already exist, with type (Role or User), name and selection.

1. Click + Add permissions in the card for the dashboard in question.
2. Choose one or more roles under Roles, or one or more users under Users. You can choose both roles and users at once.
3. Choose the selection under Selection. The field is required.
4. Click Add.

A combination that already exists is not saved a second time. The message after you save tells you how many permissions were added and how many already existed.

Change or remove a permission

Click the cross at the end of the row to remove a permission.

A role or user can only have one selection per dashboard. If you want to change the selection, remove the existing row first and then add a new one with the new selection. If you try to add another selection while the old row is still there, you get an error message.

Good to know

• A change takes about 15 minutes to take effect. Someone who has just gained or lost a permission may need to wait a while and reload the page.
• A permission for an individual user takes precedence over the role’s. If a role has the selection All but a user with the role has been given Subordinates directly, that user only sees their subordinates.
• A dashboard is only shown if it applies to the company. The Consultant overview requires that time reporting is switched on, and the MRR bridge is only available for SaaS companies.
• Subordinates follow the organisation. If a manager sees too few or too many employees, check Line manager on the employees, see The organisation for the Subordinates selection.
• The roles and what they may do otherwise are described in Introduction to permissions.