User Access Privileges

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Applies to , ,

Overview

Users within the workplace account can be given employee, supervisor, manager, or admin 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 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 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 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 access level.

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 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
 
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 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  
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 access level

  1. Hover over , then select Users.

  2. Click the icon that correspond’s with the user’s profile.
  3. Select an access level from the Role menu.
  4. When you’re finished, click Save User.
Updated on February 16, 2023

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