Visibility settings, on the BeSync’d platform, let you control what information each team member can see in your BeSync’d organization. By adjusting these permissions, you ensure users access only the pages and data relevant to their roles, which helps keep security tight, reduces unnecessary clutter, and maintains a clear information hierarchy. This guide explains how to set up both cross-role visibility and page-level permissions for any role in your organization.
Here’s a quick video overview of how to manage visibility settings on BeSync’d:
Understanding Visibility Settings and Role-Based Access
Each team member has specific information needs. For example, a Creative Director managing Copywriters and Graphic Designers should be able to see their work updates. However, they might not need access to updates from the Finance or Sales teams. Visibility settings allow you to set these kinds of permissions and hierarchy. These Settings allow you to precisely control what each role can view and modify, helping to keep your workspace organized, secure, and relevant for everyone.
Also, BeSync’d operates on a role-based system where permissions are linked to roles rather than individual users. Each team member is assigned a role, and the visibility settings of that role define what they can view and manage throughout the platform.
Part 1: Accessing Visibility Settings
Visibility settings can be accessed from two locations:
- From the main navigation, under the Settings menu, select Visibility.
When you open the Visibility page, you’ll find a list of all roles in your organization on the left side. Clicking on any role will show its current visibility settings.
2. If you’re setting up a new organization, you can access it through the Quick Start menu.
Part 2: Configuring Cross‑role Visibility
Cross-role visibility defines which other roles’ work a particular role can see or manage. This is especially helpful in hierarchical organizations where managers need to oversee their teams.
- From the left sidebar, select the role you want to configure.
- Select the Cross‑Role Visibility tab.
3. In the ‘Updates Visible’ column, select the checkbox next to each role whose updates you want this role to see.
- Example: If you select the “Creative Director” role, you might tick the boxes for “Copywriter” and “Graphic Designer” so the Creative Director can see all work updates submitted by those team members.
- By default, a role can always see updates from users with the same role.
4. If the role should also be able to edit, reassign, or modify hours on those work updates, check the corresponding Manage Entries box.
- Enabling this permission allows the user to change the text, customer, project assignment, and hours for any work update submitted by the selected roles.
💡 Note:
- Organization Owners have full access to all role pages, work updates, and reports, regardless of any visibility settings in place.
- Same-role visibility is automatic: By default, team members can see work updates from colleagues with the same role. This feature is built into the system and cannot be disabled, ensuring everyone stays informed without additional configuration.
Part 3: Configuring Page Visibility
The Visibility Pages tab controls which dashboard pages a role can view or access. It provides an easy way to hide whole sections of the platform from users who don’t need access.
- With the desired role still selected, click on the Visibility Page tab.
- Select the checkbox next to each dashboard page this role should access (e.g., Reports, Work Updates, Projects).
- Unchecked pages will be fully hidden from users with that role.
💡 Note: Report pages bypass cross-role visibility controls. When you grant a role access to a report page, a system reminder will appear. Report pages do not enforce cross-role visibility restrictions, meaning a user with access to a report may be able to view data from roles they would otherwise be restricted from seeing. Grant report page access carefully and only to roles that genuinely require it.
Tips for Setting up Visibility
- Begin with the highest roles (e.g., CEO, Owner) and work your way down to make sure you don’t accidentally restrict access that should remain open.
- Use cross-role visibility to establish clear reporting lines. Managers should typically have “view” access to their direct reports’ information and, when necessary, “manage” access if they are responsible for approving or correcting entries.
- Periodically review visibility settings as your team expands or responsibilities change. Old permissions may either risk exposing sensitive data or hinder essential collaboration.
Next Steps
Configuring visibility settings is one of the most important steps in customizing the BeSync’d platform for your team. By carefully assigning permissions at the role and page levels, you make sure each team member can see only what they need; nothing more or less. This improves data security and helps your team stay focused and productive. After setting up these rules, test them by logging in as different roles to ensure access works correctly. Once everything is confirmed, you can proceed to schedule work updates and improve how your team tracks their time.
See our guide: How to Configure Team Member Work Update Types on BeSync’d