What's covered in this guide?:
What are Employee Permissions?
Employee Permissions control actions available to staff, such as:
Clocking in and out
Viewing rotas
Requesting leave
Updating qualifications
These permissions apply to all employees when enabled.
Where to find Employee Permissions
Go to: Settings > All Settings > Permissions > Employee Permissions
Employee Permissions explained
Allow staff to add times to their own timesheets
When enabled:
Staff can enter their own clock-in and clock-out times.
Requirements:
'Enable Workforce Login' must be enabled on the staff profile.
When disabled:
Staff cannot edit their timesheets.
Allow staff to view their Timesheet Export Summary
When enabled:
Staff can view:
Total hours
Allowances
Staff must have 'Enable Workforce Login' ticked on their profile to view and update timesheets in My Workforce.
Allow staff to clock breaks
When enabled:
Staff can clock breaks during shifts.
Applies to all permission levels.
Allow staff to see their own estimated wages
When enabled:
Staff can see an estimated view of their earnings.
This does not affect payroll calculations or final pay.
Employees can view the full rota
When enabled:
Staff can see who else is working, not just their own shifts.
This helps teams understand coverage and who is on duty.
Select view preference
Controls how much of the rota staff can see, such as:
The teams they work in
Allow staff to enter leave requests
When enabled:
Staff can request leave via:
Workforce mobile app
My Workforce (if login access is enabled)
Allow staff to view the full leave calendar
When enabled:
Staff can view leave for:
Their team(s)
The entire location
Leave reasons are hidden.
Allow staff to enter unavailability
When enabled:
Staff can submit unavailable times via the mobile app.
This helps managers create more accurate rotas.
Allow staff to update qualifications
When enabled:
Staff can update qualification expiry dates
Staff can upload qualification documents
All updates require manager approval.
Customise the Employee permission level
Employee Permissions control how employee features behave, but they do not change what the Employee role is allowed to do.
If you need to customise what managers can access or edit (for example, viewing sensitive data or editing specific fields), you’ll need to customise the Employee permission level using Advanced Permissions.
To do this, refer to: Customise Roles & Permission Levels
Important things to know about Employee Permissions
Employee Permissions apply to all staff, not individual roles
Workforce login is required for most self-service features
Visibility does not affect payroll or approvals unless stated