User Access Privileges

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Applies to , ,

Overview

Each user within the account can be given employee, supervisor, or manager access privileges. Also called “access levels”, these levels of access determine what users can see and do in When I Work.

Employee

New users are set up as employees by default. Set a user’s access level as employee if you would like the user to check the schedule without the ability to edit it.

Employee access privileges 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 access level is especially helpful if your account uses multiple schedules. Supervisors are to manage certain schedules and the employees assigned to it.

Users with supervisor access privileges can manage schedules they are tagged to in their employee profile. Supervisors can assign shifts, respond to time off requests and shift requests, and manage other employees that belong to the same schedule. A supervisor can add new employees but cannot adjust any user’s access 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 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 tagged schedules. Managers can add employees, schedules, shifts, positions, and job sites. They can also manage the App Settings section that sets up the “rules” of the account.

If your account is using Time Clock & Attendance, “Can Manage Payroll” can be enabled by the account holder to allow the manager to finalize pay periods and manage attendance settings. 

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. For security purposes, the account holder is the only user that has access to the Account & Billing page. The account holder access level can be transferred to a manager at any time.

Comparing the access privilege levels

What can each access privilege actually do?

ActionView personal schedule
Employee
Supervisor
Manager
Account holder
ActionSubmit personal 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
ActionClock in and out for shifts
Employee
Supervisor 
Manager
Account holder
ActionManage specific schedules
Employee
Supervisor
Manager
Account holder
ActionRespond to employee requests for specific schedules
Employee
Supervisor
Manager
Account holder
ActionSubmit time off requests on behalf of employees for specific schedules
Employee
Supervisor 
Manager 
Account holder
ActionAdd and manage employees for specific schedules
Employee
Supervisor
Manager
Account holder
ActionAdd and manage job sites for specific schedules
Employee
Supervisor
Manager
Account holder
ActionCreate, edit and delete shift templates for specific schedules.
Employee
Supervisor
Manager 
Account holder 
ActionCreate, edit, and delete timesheet entries for specific schedules
Employee
Supervisor
Manager
Account holder
ActionSet up fixed time clock terminals for specific schedules
Employee
Supervisor
Manager
Account holder
ActionClock employees in and out for specific schedules
Employee
Supervisor
Manager 
Account holder
ActionManage all schedules
Employee
Supervisor
Manager
Account holder
ActionRespond to employee and supervisor requests for all schedules
Employee
Supervisor
Manager
Account holder
ActionSubmit time off requests on behalf of users in all schedules
Employee
Supervisor
Manager
Account holder 
ActionAdd and manage employees for all schedules
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 schedules
Employee
Supervisor
Manager
Account holder
ActionAdd and manage job sites for all schedules
Employee
Supervisor
Manager
Account holder
ActionCreate, edit, and delete timesheet entries for all schedules
Employee
Supervisor
Manager
Account holder
ActionSet up fixed time clock terminals for all schedules
Employee
Supervisor
Manager
Account holder
ActionClock employees in and out for all schedules
Employee
Supervisor
Manager
Account holder 
ActionClock in from anywhere at any time, regardless of attendance settings
Employee
Supervisor
Manager
Account holder 
ActionAdd and delete schedules
Employee
Supervisor
Manager
Account holder
ActionManage app settings
Employee
Supervisor
Manager
Account holder
ActionClose pay periods and export payroll
Employee
Supervisor
Manager
Account holder
ActionAccess to Hire
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 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 employees for all schedules
Approve pending employees
Change employees’ access level
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  
Clock in from anywhere at any time, regardless of attendance settings  
Add and delete schedules
Manage app settings
Close pay periods and export payroll
Access to Hire    
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 over Workplace, then select Employees Employees.

  2. Click on an employee’s name from the employee list to edit.
  3. Select an access level from the Role menu.
     
  4. When you’re finished, click Save Employee.
Updated on June 3, 2019

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