Roles and permissions
What admins, managers and employees can each do, and the switches that change it.
Everyone in your company has exactly one of three roles: Admin, Manager or Employee. Admins are never limited by location. Managers work at the locations they are assigned to.
What admins and managers can do#
"Their locations" are the locations a manager is assigned to. "Their people" are the people who share at least one of those locations with the manager.
| Task | Admin | Manager |
|---|---|---|
| Approve, reject, edit, add or delete a timesheet | Everyone's | At their locations where the location's switches allow it, never their own |
| Start a shift for someone from Who's in | Yes | At their locations where the location's switch allows it, never for themselves |
| Approve or reject overtime | Yes | At their locations where the location's switch allows it, never their own |
| Decide leave, availability changes and time off in lieu | Yes | For their people, never their own |
| Approve or decline a shift swap | Yes | For a shift at their locations, never a swap they are part of |
| Add, change or delete shifts | Yes | Only with the schedule switch on, at their locations, never their own shifts |
| Move a shift's start onto a day that has passed | Yes | No |
| Invite people | Yes | As employees only, to one of their locations, without a pay rate or the overtime switch |
| Invite a former employee back | Yes | No |
| Resend, cancel or delete an invitation on the web | Yes | No, the page is under Settings |
| Change a role or a person's locations, disable or enable a person, erase a person's data | Yes | No |
| Change the employment details on a profile: pay rate, payroll ID, overtime switch, pay premiums, pay group, employment type, start date | Yes | No, for anyone |
| Edit a person's name, email, phone and personal profile | Anyone's | Their own, and those of employees among their people |
| Release a person's registered phone | Anyone's | For an employee among their people |
| See a person's registered phones, remove one or allow a second | Yes | No |
| Add or deactivate a location, change its GPS point, radius or NFC tags | Yes | No |
| Edit a location's name and address, its areas and its Scheduling tab | Every location | Their locations. Not the expected weekly hours or the lateness grace period |
| Change a location's clock-in and timesheet rules | Yes | No |
| See other people's pay and labour cost | Yes | Only with the cost switch on. A person's pay only for their people, or for everyone while Allow managers to see data beyond their own location is on too |
| Open Payroll, change pay rates, employment types or leave types | Yes | No |
| Reports, on Pro | Every location, and scheduled email reports | Their locations |
| Change company settings and modules, read the audit log | Yes | No |
On the phone, approvals, Who's in, the schedule, team availability, reports and inviting are under More, in the group Manage, and Timesheets has a Team view with Add entry. What stays on the web is listed in Managing from your phone.
What an employee can do#
An employee sees their own timesheets, their own published shifts, the open shifts of their own locations and a shift offered to them in a swap. They edit their own personal profile: see Employee profiles.
Three switches for all managers#
Open Settings, Manager permissions. All three are off until an admin turns them on. Save stores all three.
- Allow managers to see data beyond their own location: managers can read across all locations what they otherwise see only at their own. Changing timesheets, shifts, swaps, profiles and locations stays limited to their locations. Requests and availability do widen: a manager can then decide leave, availability changes and time off in lieu for anyone, and set or remove anyone's availability.
- Allow managers to edit schedules: while off, a manager cannot add, change or delete any shift. On, a manager can at their locations only.
- Managers can see costs for all roles: while off, a manager sees no pay rates, pay amounts or labour cost of other people.
Four switches for each location#
Open Locations, pick a location, then the Timesheets tab. The card Manager permissions has four switches. The third is off until you turn it on, the other three are on. Save stores everything the tab shows.
- Allow managers to manually add timesheet entries: turned off, a manager there can neither add a timesheet entry nor start a shift for someone from Who's in.
- Allow managers to edit timesheet entries: turned off, a manager there cannot edit or delete an entry, or end someone's shift from Who's in.
- Manager adds/edits require admin approval: turned on, an entry a manager adds or edits there is set to pending, and only an admin can approve it.
- Allow managers to approve overtime: turned off, only an admin decides overtime there.
Change someone's role#
- 1
Open the person's edit dialog
Open Employees on the web and select the pencil on the person's row. Edit Employee opens.
- 2
Pick the role and save
Choose under Role, then select Save. The change is written to the audit log.
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