User Access Privileges

From your

Applies to , ,

Overview

Each user within the account can be given employee, supervisor, or manager access privileges. Access privileges determine what users can see and do in When I Work.

Employee

New users are set up as employees by default. Employee access privileges allow users to view their personal schedules, create time off requests, and swap and drop shifts. They can also add their availability preferences. Management can also allow employees to view their coworkers’ schedules.

Supervisor

Users with supervisor privileges have full schedule management capabilities; however, they can be limited to locations they are tagged to by a manager. If you have multiple locations and the supervisor is not assigned to a location, the supervisor cannot access that location’s schedule. Supervisors can assign shifts, respond to requests, and manage other employees that belong to their same location. A supervisor can add new employees but cannot adjust any user’s access levels beyond the employee level.

By default, users with supervisor access do not have access to view employee wages. However, the account holder can allow supervisors to view employee wages.

Manager

Users with manager privileges have full management capabilities for the entire app, except account plan and billing. Managers can add locations, shifts, positions, and job sites. They can also manipulate the schedule for every location and employee in the system, and add and remove employees of any level except the account holder.

Account holder

The account holder (also known as the owner) has the same rights as a manager, and is also in charge of payments and the life of the account. The account holder is the only user that has access to the Account & Billing page.

Comparing the access privilege levels

What can each access privilege actually do?

ActionView personal schedule
Employee
Supervisor
Manager
Account holder
ActionSubmit time off requests
Employee
Supervisor
Manager
Account holder
ActionSwap and drop shifts
Employee
Supervisor
Manager
Account holder
ActionAdd availability preferences
Employee
Supervisor
Manager
Account holder
ActionManage the schedule for specific locations
Employee
Supervisor
Manager
Account holder
ActionRespond to employee requests for specific locations
Employee
Supervisor
Manager
Account holder
ActionAdd and manage employees for specific locations
Employee
Supervisor
Manager
Account holder
ActionAdd and manage job sites for specific locations
Employee
Supervisor
Manager
Account holder
ActionCreate, edit, and delete time sheet entries for specific locations
Employee
Supervisor
Manager
Account holder
ActionSet up fixed time clock terminals for specific locations
Employee
Supervisor
Manager
Account holder
ActionManage the schedule for all locations
Employee
Supervisor
Manager
Account holder
ActionRespond to employee and supervisor requests for all locations
Employee
Supervisor
Manager
Account holder
ActionAdd and manage employees for all locations
Employee
Supervisor
Manager
Account holder
ActionApprove pending employees
Employee
Supervisor
Manager
Account holder
ActionChange employees’ access level
Employee
Supervisor
Manager
Account holder
ActionAdd and manage positions for all locations
Employee
Supervisor
Manager
Account holder
ActionAdd and manage job sites for all locations
Employee
Supervisor
Manager
Account holder
ActionCreate, edit, and delete time sheet entries for all locations
Employee
Supervisor
Manager
Account holder
ActionSet up fixed time clock terminals for all locations
Employee
Supervisor
Manager
Account holder
ActionAdd and manage locations
Employee
Supervisor
Manager
Account holder
ActionManage app settings
Employee
Supervisor
Manager
Account holder
ActionClose pay periods and export payroll
Employee
Supervisor
Manager
Account holder
ActionManage account plan and billing
Employee
Supervisor
Manager
Account holder
ActionAllow a supervisor to view employee wages
Employee
Supervisor
Manager
Account holder
ActionAllow a manager to manage payroll
Employee
Supervisor
Manager
Account holder
ActionUn-finalize pay periods
Employee
Supervisor
Manager
Account holder
Action Employee Supervisor Manager Account holder
View personal schedule
Submit time off requests
Swap and drop shifts
Add availability preferences
Manage the schedule for specific locations
Respond to employee requests for specific locations
Add and manage employees for specific locations
Add and manage job sites for specific locations
Create, edit, and delete time sheet entries for specific locations
Set up fixed time clock terminals for specific locations
Manage the schedule for all locations
Respond to employee and supervisor requests for all locations
Add and manage employees for all locations
Approve pending employees
Change employees’ access level
Add and manage positions for all locations
Add and manage job sites for all locations
Create, edit, and delete time sheet entries for all locations
Set up fixed time clock terminals for all locations
Add and manage locations
Manage app settings
Close pay periods and export payroll
Manage account plan and billing
Allow a supervisor to view employee wages
Allow a manager to manage payroll
Un-finalize pay periods

Changing a user’s access level

  1. Hover your pointer over Gear menu, then select Employees.
  2. Click on an employee’s name from the employee list to edit.
  3. Select an access privilege level from the menu under the employee’s profile picture.
  4. When you’re finished, click Save Employee.
Updated on April 13, 2017

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket