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.
Want more control over what managers and supervisors can do? Check out Advanced Role Permissions.
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 to manage certain schedules and the employees assigned to it.
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.
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 settings sections that sets up the “rules” of the account.
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 and manage attendance settings.
Admin
Admins (also known as the owners) have the same rights as a manager, and is also in charge of payments and the life of the account. For security purposes, the admins are the only users that has access to the Account & Billing page.
Admin level access can be assigned to up to three users. 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 |
| Submit personal time off requests |
| Swap and drop shifts |
| Add availability preferences |
| Clock in and out for shifts |
| Manage specific schedules |
| Respond to employee requests for specific schedules |
| Submit time off requests on behalf of employees for specific schedules |
| Add and manage employees for specific schedules |
| Add and manage job sites for specific schedules |
| Create, edit and delete shift templates for specific schedules. |
| Create, edit, and delete timesheet entries for specific schedules |
| Set up fixed time clock terminals for specific schedules |
| Clock employees in and out for specific schedules |
| Manage all schedules |
| Respond to employee and supervisor requests for all schedules |
| Submit time off requests on behalf of users in all schedules |
| Add and manage users for all schedules |
| Approve pending users |
| Change a user’s role |
| Add and manage positions for all schedules |
| Add and manage job sites for all schedules |
| Create, edit, and delete timesheet entries for all schedules |
| Set up fixed time clock terminals for all schedules |
| Clock employees in and out for all schedules |
| Add and delete schedules |
| Manage settings |
| Close pay periods and export pay period hours |
| Re-open pay periods |
| Manage account plan and billing |
| Allow a supervisor to view employee wages |
| Allow a manager to manage timesheets and pay periods |
| Action | employee | supervisor | manager | admin |
| View personal schedule | ||||
| Submit personal time off requests | ||||
| Swap and drop shifts | ||||
| Add availability preferences | ||||
| Clock in and out for shifts | ||||
| Manage specific schedules | ||||
| Respond to employee requests for specific schedules | ||||
| Submit time off requests on behalf of employees for specific schedules | ||||
| Add and manage employees for specific schedules | ||||
| Add and manage job sites for specific schedules | ||||
| Create, edit and delete shift templates for specific schedules. | ||||
| Create, edit, and delete timesheet entries for specific schedules | ||||
| Set up fixed time clock terminals for specific schedules | ||||
| Clock employees in and out for specific schedules | ||||
| Manage all schedules | ||||
| Respond to employee and supervisor requests for all schedules | ||||
| Submit time off requests on behalf of users in all schedules | ||||
| Add and manage users for all schedules | ||||
| Approve pending users | ||||
| Change a user’s role | ||||
| Add and manage positions for all schedules | ||||
| Add and manage job sites for all schedules | ||||
| Create, edit, and delete timesheet entries for all schedules | ||||
| Set up fixed time clock terminals for all schedules | ||||
| Clock employees in and out for all schedules | ||||
| Add and delete schedules | ||||
| Manage settings | ||||
| Close pay periods and export pay period hours | ||||
| Re-open pay periods | ||||
| Manage account plan and billing | ||||
| Allow a supervisor to view employee wages | ||||
| Allow a manager to manage timesheets and pay periods |
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 Role menu.
- When you’re finished, click Save User.