User Permissions: More Control, More Clarity for Your Franchise

User Permissions: More Control, More Clarity for Your Franchise

As your franchise grows, so does the need to manage who can do what in the system. The right permissions structure makes all the difference:

• Clarity – everyone knows their role and what they can access
• Security – sensitive areas stay protected
• Flexibility – you can scale teams without worrying about giving too much (or too little) access

That's why user levels in Delightree reflect how real franchise teams operate. This gives you more control, less confusion, and a smoother way to manage corporate teams and franchisees at every level.

User Hierarchy at a glance 

We've refreshed the naming of levels and introduced a new one to make things more intuitive. We've also rebuilt how role permissions themselves work under the hood, giving you much finer control over what each role can do (more on that below).

• User Category → Franchisor / Franchisee
• User Level → Admin / Franchisor Staff
• User Roles → These are custom to your business. Think: Franchisee, Store Manager, Auditor, Compliance Officer, etc.

User Categories at a Glance

• Franchisor = anyone working at HQ
• Franchisee = anyone at the location level (owners, managers, staff), whether corporate-owned or franchised

User Levels at a Glance

Master Admin (corporate)

• Full access + ability to manage Admins
• Only created by Delightree Customer Success team

Admin (corporate)

• Full access across all locations (except managing Admins)

Franchisor Staff (corporate)

• Access across all locations (except managing locations + Admins)

Location Admin (Owner) (Franchisee/Owner)

• Manages content + staff at assigned location(s)

Location Admin (your managers)

• Manages content, other Location Admins, and staff at assigned location(s)

Location Staff (your front-line employees)

• Access to training, checklists, forms, and Knowledge Base (view-only)

How It Works

Step 1. Define Roles in Teamspace

Categorize every single user role as either Franchisor or Franchisee.

Step 2. Edit Role Permissions

• Master Admins → open User Roles page in Teamspace
• Select a role → click Edit
• Decide exactly what each role can and can't do

Inside each role, permissions are now organized in three simple layers, so you can dial in access with a lot more precision:

• Module master – One switch to turn a whole module on or off for the role (like Training, Tasks, or Announcements).
• Logical groups – Within a module, permissions are grouped by what they govern, like "Manage documents" or "Approve documents." Groups make it fast to select a bunch of related permissions at once.
• Individual permissions – The specific, standalone switches underneath, like "Create locations" or "Delete conversation logs." Each one covers exactly one action, so the name always tells you exactly what it does. No hidden extras, no guessing.

You'll also notice an amber "high risk" badge next to any permission that's destructive or hard to undo (think deleting something for good). It doesn't block you from granting it, but it makes sure you're doing it on purpose.

This ensures every user has the right level of access:

• Admins → full control + oversight
• Managers → team/task management
• Frontline → only what they need to operate day-to-day

💡 Pro Tips for Rollout

• Simplify first: Hide certain user roles from areas until you're ready to roll them out.
• Decide owner access: Do you want franchisees creating their own content in Knowledge Base or just consuming what corporate publishes?
• Streamline rosters: Choose whether owners manage their own employee access, or whether corporate maintains rosters centrally.
• Start broad, then narrow: With individual permissions now available, you don't have to get it perfect on day one. Start with the module and group level toggles, then come back and dial in specific permissions as you learn what each role actually needs.

With these options, you can shape Delightree to fit your exact operating model, whether you want tight central control or more flexibility for franchisees.

❓ FAQs

Can I let one role download from some Knowledge Base folders but not others? Not today — download access is controlled at the role level, so it applies to everything that role can see in Knowledge Base rather than folder by folder. If you need some content downloadable and other content view-only for the same group of people, the workaround is a separate Role scoped to only the folder(s) you want downloadable.

Does anything change for my team on day one? No. Every existing role keeps the exact same access it had before. Nobody loses anything, and nobody gains anything extra. What's new is what you can do going forward: you now have the tools to fine-tune access whenever you're ready.

Where do I go to see or edit this? Same place as always: Settings → User Roles → select a role → Edit. The new three-layer structure (module, group, and individual permission) is what you'll see inside.

Why does the permission naming feel more specific now? Every permission is now named for exactly what it does, using a simple "verb + object" format like "Create locations" or "Delete conversation logs." The same word always means the same thing across every module, so there's no more guessing what a switch actually controls.

What's that amber badge I sometimes see next to a permission? That marks a "high risk" permission, meaning it's destructive or hard to undo (like a permanent delete). It's just a heads-up so you know to grant it deliberately. It doesn't block or require extra approval, it's there to help you pause for a second before you flip it on.

Do I need to do anything to migrate my existing roles? Nope, nothing required on your end. Your roles automatically carry over with identical access. Your next visit to the User Roles page will just look a little different, with everything now broken out into clearer, more specific pieces.

👉 Take a look - the possibilities are endless!