TimeWorksPlus Knowledge Base

Manager Roles in TimeSimplicity

Last Updated: Mar 03, 2017 01:46PM MST
Roles are a set of permissions and rules that can be applied to employees and managers in TimeSimplicity. For example, an Admin role can be created for users that need access to more features than a Manager or Supervisor. This article explains how to create and change these roles so that can be applied to managers and supervisors.

Where are roles viewed and defined?


Roles are found under the System Menu.
The System / Roles menu in TimeSimplicity is where roles for both employees and managers are defined. (See image)
 
If you can't find the System menu, then you are either
  • using an Employee role instead of the Manager role. If your Role in the top right corner says "Employee", toggle to "Manager" by clicking Role.
  • restricted from accessing System/Roles. A user with that permission will need to change or create a role.



 

Editing a Role

  1. Select System / Roles to access the list of existing Roles (pictured below).
 
List of available Roles are listed in the System / Roles page.
  1. Click the role's code to open a configuration page. On the following page, you can
    • change the description of the role
    • enable or disable the role
    • set the role as the Default supervisor type role which allows the role to be applied to a manager by selecting Default instead of the actual code.
    • change any rules associated with the role. These rules are enabled or disabled by clicking the rule name and making the change in the pop-up window. More on these rules can be found in this article under Manager Role Rules.
  2. After making changes to a role, click the Save button in the top left.

Adding a Role

  1. Select System / Roles to access the list of existing Roles.
  2. Click the Add button.
  3. In the resulting pop-up window, designate a Code for the role. The Code is what will be used to identify the role when setting up managers and supervisors.
  4. Set the Role type to Supervisor. Supervisor refers to all managerial type roles and is the only other role type besides Employee.
  5. Click Save and proceed to a configuration page.
  6. Description can be used as a longer label for the role.
  7. Default can be checked if you would like this role to be used whenever Default is selected in a manager setup.
  8. Set the Rules for the Role (see image below). To enable or disable a rule for a role, click the rule name to open up a pop-up window where access is granted. For more explanation on the Rules, please see Manager Role Rules at the bottom of this article.
  9. Click Save
‚ÄčThe Role can now be assigned to employees that have Manages/Schedules Others enabled in their Manager Rules tab.

Page 1 of the Rules that can be configured for managers.
 

Manager Role Rules

Following is a general explanation of the rules that can be configured for a manager or supervisor role.

Company Rules

 
These Company menu items
can be hidden with the Rules.

These rules pertain to the account setup and are normally reserved for administrative type users. They all begin with the prefix "Rules" and are contained in pages 1 and 2 of the rules. Disabling access to these rules will hide items in the Company Rules menu (pictured left).







 


Change Password / Change Username

Giving the role access to these items allowing them to change their own username and password in the manager side of the system.

Employee Menu


Employee Menu items can be
hidden from the role with Rules.
Employee Setup, Workgroup Setup and Message Setup are three rules on the third page of rules that configure permissions to the three items under the Employee Menu.
 
 
Each rule can be set to
  • None - Item is hidden from the role.
  • View - Item is visible to the role.
  • Full - Item can be edited by the role. Even with Full access, a role can be given more granular permissions with Employee and Workgroup rules described later in this article.

Schedule Menu Rules

The type of schedules that the role can access is dictated by the Schedule Rules located on pages 3 and 4.
 
The choice of Scheduler Views can be
customized with the Schedule Rules.

Schedule Setup must be enabled for the manager to create schedules on the Scheduler page.

Manager Dashboard Rules

The Manager Dashboard is where a manager can
  • Approve Employee Schedule Trades
  • Approved Employee Preferences Changes
  • Move/Remove Invalid Shifts
  • Approve Workgroup Requests
Each of these items can be disabled for a manager role on pages 4 and 5 of the rules.

Employee Rules

Roles with access to Employee Setup can be given more granular permissions within Employee Setup through the Employee Rules. They correlate the tabs within the Employee Setup. These rules are listed on pages 5 and 6 of the rules and all begin with "Employee".

Some of the Employee Rules that can be configured for managers.  

In most cases, these rules can be set to one of three options:
  • View - Role can view the tab, but not edit any of the data within the tab.
  • Full - Role can view and edit the data within the tab.
  • Home Only - Role can only edit the tab for Home members of the manager's workgroup(s). Secondary members of the manager's Workgroups will be view only.

Workgroup Rules

These rules configure edit permissions for roles with access to Workgroup Setup. These rules are listed on pages 6 and 7 of the rules and all begin with "Workgroup". If these rules are disabled, the manager will only be able to view the tabs.

Scheduler Rules

Scheduler Rules refine the permissions a manager has when using the Scheduler. They begin with "Scheduler" and are located on pages 7 and 8.
 
One item in particular, Scheduler - Maintain Schedules For can be configured with
  • View - Role cannot edit schedules for their Workgroups, only view.
  • Full - Role can edit any schedule for their Workgroups.
  • Primary Only - Role can view all their designated Workgroups but can only edit schedules for their Primary Workgroup. The Primary Workgroup for a manager is set in the Manager Rules tab of the employee rules. 
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