DocumentationSetup and administration

Roles and permissions

The four fixed roles in DayOneFlow, what each one can see and do, and why a manager only ever sees their own new hires.

Every member of an organization has one of four fixed roles. There is no permission editor: the roles are designed around how a hiring team works, and they are checked by the server on every page and every action. Hiding a button is never the protection.

The four roles in plain words

Organization admin — everything HR can do, plus members and invitations, departments and locations, and organization settings.
HR — runs hiring end to end: new hires, offers and salaries, offer templates and onboarding plans, every task, readiness, check-ins, probation decisions, reports and the audit trail.
Manager — sees only the new hires where they are set as the manager, works on their own tasks and writes the check-ins they review. Never sees offers, salaries, personal contact details or documents.
Member — sees only the tasks and check-ins assigned to them, with just enough context: the new hire’s name, job title and start date. Useful for IT, facilities or a buddy.

New hires are not members

Candidates and new hires don’t need a role or an account. They use a personal link to their own portal, which can only ever show their own record. See The new-hire portal. Once someone has started and has a work email, HR can give them a staff account as a Member or Manager from their page; it then also opens their own onboarding.

Who can do what

Permissions by role
What	Organization admin	HR	Manager	Member
See new hires	All	All	Their own new hires	No
Add and edit new hires, change start dates, cancel records	Yes	Yes	No	No
Offers, offer letters and salaries	Yes	Yes	No	No
Offer templates and onboarding plans	Yes	Yes	No	No
Personal contact details, details from the new hire, documents	Yes	Yes	No	No
See tasks	All	All	Their own, and all tasks of their new hires	Their own
Work on tasks	Any task	Any task	Their own	Their own
Skip, cancel, reopen or reassign tasks	Yes	Yes	No	No
Check new hires’ documents (accept, ask for a new copy)	Yes	Yes	No	No
Verification checks	Yes	Yes	No	No
Joining readiness	All new hires	All new hires	Their new hires	No
Mark ready to join	Yes	Yes	No	No
Write a check-in	When reviewer	When reviewer	When reviewer	When reviewer
Read check-ins	All	All	Of their new hires	Assigned to them
Record the probation outcome	Yes	Yes	Their own new hires, if Settings allow	No
Reports and CSV downloads	Yes	Yes	No	No
Audit trail	Yes	Yes	Status history of their new hires	No
Members, invitations, departments and locations	Yes	No	No	No
Organization settings, including the letter signatory	Yes	No	No	No

Why managers only see their own new hires

The Manager role on its own opens nothing. A manager sees a new hire because they are set as that person’s Manager on the record. Change the manager and access moves with it at once, together with the open manager tasks. Another manager’s new hires simply don’t exist for them: a link to one shows “not found”, exactly like a record that doesn’t exist.

The same rule protects organizations from each other. Belonging to one organization never gives access to another, even with a direct link.

Changing someone’s role

Admins change roles under People & Structure. See Team, departments and locations for the rules, for example that an organization always keeps one active admin. Role changes are recorded in the audit trail.