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Assign Permissions to Staff
Assign Permissions to Staff

Control access to Workforce by assigning permissions to staff profiles.

Updated over 5 months ago

Permission levels determine what each staff member is able to view and edit in Workforce.

What's covered in this guide?

Permission Levels

The default permission levels are Admin, Manager and Employee which can be found by going to a staff profile > Personal > Personal Details:

Admin

Admins can access everything in Workforce.com and can also assign permissions to other staff.

Manager

Managers can manage the schedules, timesheets and leave for teams that they are a Manager Of. To select which teams a manager is a Manager of, first set the permission level.

Go in the Personal Details tab > Permission levels > Manager > Update Employee Details:

Then navigate to the Teams tab, set the team(s) in Manager of and select Update Teams:

Employee

The Employee permission gives the ability to record worked hours, submit leave applications and be scheduled in Workforce. This is the permission required for anyone who uses Workforce for their own employment.

Employees are allocated to teams that they work in. The teams and employee ‘Works in’ determines where they can be scheduled, and which managers will be able to manage those employees.

To select which teams an employee works in, first set permission level in the Personal Details tab > Permission levels > Employee > Update Employee Details:

Then navigate to the Teams tab, set the team(s) in Add a team and select Update Teams:

Admins or Managers who also use Workforce for their own employment will also need the Employee permission level assigned in addition to their manager or admin permission level.

The below table is a summary of the main differences between the permission levels:

Admin

Manager

Employee

Can have timesheets

❌

❌

✅

Can be scheduled

❌

❌

✅

Edit organization settings

✅

❌

❌

Assign user permissions

✅

❌

❌

Edit schedule

✅

✅

❌

Approve leave

✅

✅

❌

Approve timesheets

✅

✅

❌

Customise default permission levels

What each permission level can do can be customized under Settings > Permissions. Examples of actions you can restrict include:

  • The ability to see costs

  • The ability to approve leave

  • The ability to edit / approve timesheets

  • The ability to see the full schedule / leave calendar for a Team or Location

  • The ability to enter Time Off.

Advanced permissions customisation

You can create and edit permission levels. To see how, refer to the Customize permission levels guide.

Grant account access

New staff gain access to Workforce.com via an invitation email. If the blue 'Invite to Workforce.com' button is visible on the employee profile, that means this employee is yet to be sent an invitation to join the Workforce.com account.

Remove account access

Account access is removed by deactivating the employee profile or clicking 'Unlink Workforce.com profile' under the email field of a profile.

Best practices for managing security and privacy

  • Consider who has visibility of employment records now, and match these people to the correct Workforce.com permission level.

  • Test the impact of changes to permission level structures by having an admin select 'see Workforce.com as' in profile circle drop down to confirm what the role is able to see and do in the account.

  • When any permissions are added or removed from a user, an audit trail will be left below the employee profile detailing when the change was made, and who made the change.

FAQs and Troubleshooting

Send an Employee Onboarding Invitation

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