Contents

An Overview of Permissions
A Breakdown of the Different Permission Levels
Managing Staff Permissions
 - Managing Manager or Assistant permissions from the Sites Tab
 - Managing Admin permissions from the Settings dropdown
 - Managing All Permissions from the Staff tab

An Overview of Permissions

When you add a user to ClubsHR, they start as a regular Staff member with basic permissions to view their shifts and notifications and update availability and personal information such as email and mobile number. You can edit their permissions based on their role within the organisation. 

It is worth noting that Admins are a permission level at the account level, and Managers and Assistants are a permission level at the Site level. This means if you are an Admin, you are an Admin across the entire account. If you give someone Manager or Assistant permissions, they could be a Manager or Assistant at one Site, many Sites or all Sites, as you choose, which means for all the Sites, they aren't a Manager or Assistant; they are a regular staff member. 

It's also important to understand that staff can only have one permission level outside the standard staff permissions. So if you are a Manager at one Site, you can't also be an Assistant at another account or an account Admin.

So, in summary:

• New staff have basic Staff permissions
• There are three elevated permission levels
• Managers and Assistants permissions can be explicitly granted to the Sites you choose
• Admin permissions are given across the entire account
• Staff can only have one elevated permission level

A Breakdown of the Different Permission Levels

Full AccessOnly on Sites that they are assigned as a manager/assistant manager

Functionality	Admin	Manager	Assistant Manager	Staff
DASHBOARD
Trends Data		-	-	-
Pending Shifts				-
Leave Requests				-
Availability				-
Live Time Clock				-
MY CALENDAR
View Confirm Shifts
Nominate for Open Shifts
Request and Nominate for Shift Swaps
Manage My Availability
Request Leave
STAFF
Add/Delete				-
Update Info				-
Update Payroll		-	-	-
Update and view Standard Availability				-
Add and manage Leave				-
View and Manage Documents		-	-	-
Call Staff from Smartphone App				-
Text Staff from Smartphone App				-
SITES
Add/Delete			-	-
Update Info			-	-
Update Manager / Assistant Permissions		-	-	-
View Manager / Assistant Permissions			-	-
Manage Time & Attendance			-	-
POSITIONS
Add/Delete			-	-
Update Info			-	-
Add/Remove Staff			-	-
ROSTER
Add/Edit Shifts				-
Publish/Delete Rosters				-
Save Roster Templates				-
Copy Rosters				-
Upload a Roster Template				-
See Staff Wage Rates for Budgeting			-	-
PAYROLL
Select approved payroll hours (Rostered, Time Clock, Auto Rounding, Custom)				-
Tick/Untick Shifts from Payroll				-
Add Payroll Notes				-
Add Shifts to Payroll				-
Save Payroll				-
Process Payroll		-	-	-
View Staff Labour Costs			-	-
REPORTS
View and Use		-	-	-
SETTINGS
View and Update		-	-	-
MY SETTINGS
My Profile - View my own
Account Info		-	-	-
MFA (NOTE: Xero customers must use MFA)

Managing Staff Permissions

There are three areas you can assign permissions which all have their benefits.

Managing Manager or Assistant permissions from the Sites Tab is excellent if you have to give several staff these permission levels or you want to review who has permissions for a specific site, as you can do it in one go.

Managing Admin permissions from the Settings dropdown is best if you want to assign a bunch of staff to Admin or review who has Admin access, as you can do it in one go.

Managing All Permissions from the Staff tab is best when you want to review permissions for each staff member across your account. It's also the best way to troubleshoot why a staff member isn't showing in the other permission areas on the platform.

NOTE: Staff can only have one level of permission. E.g. Staff with assistant permissions won't show in the manager or admin permission modals.

Managing Manager or Assistant permissions from the Sites Tab

If you want to review who is a Manager or Assistant at a specific site, this method is the best way. 

This gives you more granular control of what they can view and update. The critical difference between the two roles is Managers can see financial data about staff wages when rostering, and Assistant Managers can't.

To learn how to add and remove managers from the Sites tab, click here.

Managing Admin permissions from the Settings dropdown

Admins have full access across the entire account. 

1. Click Settings and select Permissions.

3. To add a user, press the Plus (+) button, select the user and Save.

4. To remove a user's Admin permissions, hover over the staff member and click the X.

Managing All Permissions from the Staff tab

You can use the Staff tab to view the permissions across all your staff in your account.

1. Go to the Staff tab.

2. Use the Permission Level filter to review which staff have a specific permission level.

3. Select a Staff and head to their Permission tab.

4. From here, you can select the permission level you want to give them. If you assign Manager or Assistant, you must choose which Sites they will have Manager or Assistant permissions.

5. Click Save.