Overview
Users within the workplace account can be given employee, supervisor, manager, or admin access privileges. Also called “user roles”, these levels of access determine what users can see and do in When I Work.
This page outlines the default permissions of users. Want more control over what managers and supervisors can do? Check out Advanced Role Permissions.
User roles can be changed by an Admin or Manager user from within the specific user profile.
- Admin users can assign any role level, but Manager users can only change roles of users that are also at Manager role or lower.
Employee
New users are set up as employees by default. Set a user’s role as employee if you would like the user to check the schedule without the ability to edit it.
Employee level access allow users to view their personal schedules, create time off requests, swap and drop shifts, communicate with their coworkers and add their availability preferences. Management can also allow employees to view their coworkers’ schedules.
Supervisor
The supervisor user role is especially helpful if your account uses multiple schedules. Supervisors are able to manage certain schedules they are assigned to and the employees assigned to those same schedules.
Users with supervisor level access can manage schedules they are assigned to in their user profile. Supervisors can assign shifts, respond to time off requests and shift requests, and manage employees that belong to the same schedule. A supervisor can add new employees but cannot adjust any user’s role. Supervisors also cannot edit other Supervisor assignments or profiles.
Supervisors can only edit employees’ profile information that match their exact Schedule assignments. For example, Supervisor is assigned to the “Downtown” schedule and the Employee is assigned to both the “Downtown” and the “Midtown” schedules. The Supervisor can manage shifts and request for the Employee, however they will not be able to edit that Employee’s information in their user profile such as position or tag assignments. Instead, a Manager or Admin user will need to make the changes if necessary.
By default, users with supervisor access do not have access to view employee wages. However, the admin can allow supervisors to view employee wages.
Manager
Users with manager level access privileges have full management capabilities for the entire account, except for the account’s plan and billing.
Managers can manage every schedule in the system regardless of their assigned schedules. Managers can add users, schedules, shifts, positions, and job sites. They can also manage the General Settings and Attendance Settings that sets up the “rules” of the account. Managers can also edit any other user level assignments and profiles except Admin users.
If your account is using Time Clock & Attendance, “Can Manage Timesheets and Pay Periods” can be enabled by the account holder to allow the manager to close pay periods. 
Admin
Admins (also known as owners or Account Holders) can do everything a manager can plus the responsibility of managing the Account & Billing of the account.
Admin level access can be assigned to up to three users. This is limited to prevent over-access to your billing information. Users of any role can be promoted to the admin role. You can assign your primary contact to be any one of the three admins in your account.
Comparing the access privilege levels
What can each access privilege actually do?
| View personal schedule |
| Print the Schedule |
| Submit and review personal time off requests |
| Swap and drop shifts |
| Add availability preferences |
| Clock in and out for shifts |
| Create, edit, and delete timesheet entries |
| – Only if allowed by account settings |
| – Only for Employees on their same schedule* |
| – For all users regardless of assignments |
| – For all users regardless of assignments |
| Add and Edit shifts |
| – For the schedules they are assigned to |
| – On all schedules regardless of assignments |
| – On all schedules regardless of assignments |
| Respond to requests such as time off and shift swap/drops |
| – only for employees assigned to their same schedule(s) |
| – All Supervisor and Employee users |
| – All Supervisor and Employee users |
| Submit time off requests on behalf of other users |
| – only for employees assigned to their same schedule(s) |
| – Any user in the account |
| – Any user in the account |
| Add and manage employees |
| – Can create a user, but only assign them to the schedule(s) the Supervisor is assigned to |
| – Can create and assign users to any schedule |
| – Can create and assign users to any schedule |
| Add and manage job sites |
| – Can add/edit job sites only on schedule(s) that match the Supervisor assignments |
| – can add/edit all job sites in the account |
| – can add/edit all job sites in the account |
| Create, edit and delete shift templates for schedules |
| – Only for schedules they are assigned to |
| – For all schedules in the account |
| – For all schedules in the account |
| Create, edit, and delete tags |
| Set up fixed time clock terminals |
| – For schedule(s) they are assigned to |
| – For any schedule within the account |
| – For any schedule within the account |
| Clock employees in and out |
| – Only on schedules the Supervisor and Employee are both assigned to |
| – For any schedule within the account |
| – For any schedule within the account |
| Create, edit, and delete shift task lists |
| Create, edit, and delete team task lists |
| – Only for schedules they are assigned to |
| – For any schedule within the account |
| – For any schedule within the account |
| Export the Schedule |
| – Only for schedules they are assigned to |
| – For any schedule within the account |
| – For any schedule within the account |
| Export Timesheets |
| – will only show entries for employees on the schedule the Supervisor is assigned to |
| – Will show all entries across all schedules regardless of assignments |
| – Will show all entries across all schedules regardless of assignments |
| Create, edit, and delete schedules in the account |
| Create, edit, and delete documents in the account |
| Approve pending users |
| Change a user’s role |
| Add and manage positions for the account |
| Manage Settings |
| Close, export, and re-open pay periods for payroll |
| – only with special permissions in their profile settings |
| Manage account plan and billing |
| Change advanced role permissions for Managers and Supervisors |
| Allow a supervisor to view employee wages |
| Allow a manager to manage timesheets and pay periods |
|
|
| Action | employee | supervisor | manager | admin |
| View personal schedule | ||||
| Print the Schedule | ||||
| Submit and review personal time off requests | ||||
| Swap and drop shifts | ||||
| Add availability preferences | ||||
| Clock in and out for shifts | ||||
| Create, edit, and delete timesheet entries | – Only if allowed by account settings | – Only for Employees on their same schedule* | – For all users regardless of assignments | – For all users regardless of assignments |
| Add and Edit shifts | – For the schedules they are assigned to | – On all schedules regardless of assignments | – On all schedules regardless of assignments | |
| Respond to requests such as time off and shift swap/drops | – only for employees assigned to their same schedule(s) | – All Supervisor and Employee users | – All Supervisor and Employee users | |
| Submit time off requests on behalf of other users | – only for employees assigned to their same schedule(s) | – Any user in the account | – Any user in the account | |
| Add and manage employees | – Can create a user, but only assign them to the schedule(s) the Supervisor is assigned to | – Can create and assign users to any schedule | – Can create and assign users to any schedule | |
| Add and manage job sites | – Can add/edit job sites only on schedule(s) that match the Supervisor assignments | – can add/edit all job sites in the account | – can add/edit all job sites in the account | |
| Create, edit and delete shift templates for schedules | – Only for schedules they are assigned to | – For all schedules in the account | – For all schedules in the account | |
| Create, edit, and delete tags | ||||
| Set up fixed time clock terminals | – For schedule(s) they are assigned to | – For any schedule within the account | – For any schedule within the account | |
| Clock employees in and out | – Only on schedules the Supervisor and Employee are both assigned to | – For any schedule within the account | – For any schedule within the account | |
| Create, edit, and delete shift task lists | ||||
| Create, edit, and delete team task lists | – Only for schedules they are assigned to | – For any schedule within the account | – For any schedule within the account | |
| Export the Schedule | – Only for schedules they are assigned to | – For any schedule within the account | – For any schedule within the account | |
| Export Timesheets | – will only show entries for employees on the schedule the Supervisor is assigned to | – Will show all entries across all schedules regardless of assignments | – Will show all entries across all schedules regardless of assignments | |
| Create, edit, and delete schedules in the account | ||||
| Create, edit, and delete documents in the account | ||||
| Approve pending users | ||||
| Change a user’s role | ||||
| Add and manage positions for the account | ||||
| Manage Settings | ||||
| Close, export, and re-open pay periods for payroll | – only with special permissions in their profile settings | |||
| Manage account plan and billing | ||||
| Change advanced role permissions for Managers and Supervisors | ||||
| Allow a supervisor to view employee wages | ||||
| Allow a manager to manage timesheets and pay periods |
|
* Can view, but not edit other Supervisor timesheets. Not able to view Manager or Admin timesheets.
Changing a user’s role
Hover over , then select Users.
- Click the icon that correspond’s with the user’s profile.
Select a role from the User Role menu.- When you’re finished, click Save User.