To access the user group settings go to Configure > RTA Settings > Permissions Permissions and notifications in the RTA module are configured independently, allowing you to fine-tune both access levels and communication settings.
There are three default user groups in Rota, Time & Attendance: employees, managers, and admins. You can choose which groups are allowed to access different areas of Rota, Time & Attendance, and which groups are allowed to perform certain actions in the module. These groups also play a role in managing notification flows, ensuring only relevant individuals receive updates on events such as shifts and unavailability.
These permissions are set by Breathe HR and follow the HR permission structure. Admin users are those with admin and HR access in the HR module. Line managers and employee permissions will relay the same within Rota, Time & Attendance. Additionally, each role can have its specific notification preferences, which ensures managers, admins, or employees only receive communications relevant to their responsibilities.
These are the employee accessibility settings:
View personal shifts within the rota module.
Check future and past rota schedules assigned specifically to them.
Limited view-only accessibility based on configured permissions.
These are the manager accessibility settings:
These are the system accessibility settings:
Once you happy with any changes, don't forget to click save.
You can also create additional permissions to better suit your team, by clicking on the create icon at the top of the page.
Please see this helpful video below on how permissions work in our Rota Module...
Customizing Notification Preferences for Specific Events
Notification settings allow you to control which emails are sent to employees, managers, and approvers. Follow these steps to disable or modify notifications:
Go to Configure > RTA Settings > Notifications.
Scroll to the employee notification section.
Expand each notification category using the arrow on the right to review the details.
Uncheck the notifications you wish to disable or modify the settings as needed.
Adjusting User Permissions to Stop Notifications
To adjust an HR user’s RTA permissions and stop unavailability notifications from being sent to them:
Navigate to Rota > People.
Select the user whose permissions you wish to edit.
Update their RTA permissions to lower their access level. Ensure they are not listed as a company admin or a manager for unavailability events.
Note: Changing a user’s permissions in the RTA module does not affect their profile within the main HR module.
Custom Permissions and how to set them up
To create new custom user permissions, click on the person icon to the right of the permissions header.
Enter the name of the new permission and choose if the permission is for an employee or a Line Manager. Press Add
This will create the new permission and add it to the list on the permissions page. You can then select the permissions with the tick boxes underneath the new permission name.
Adding a new custom permission to your employees'
1, Head to your people list in Rota > Press the permissions text...
2, Edit the profile by pressing the edit icon in the Profile details box...
3, Tick the "Do not sync permissions with Breathe HR" tick box
4, Select the new custom permission you have created from the drop-down box
5, Press save
Click here to watch an Interactive walkthrough on how to create custom permissions in Rota, time and attendance...
Changing the Approver for Unavailability Requests
To route unavailability requests to a specific approver rather than the current approver:
Open the RTA profile for the relevant employee.
Change the approver for unavailability requests to your name.
Verify the notification recipients under Configure > RTA Settings > Notifications to ensure accuracy.
Once you’re set as the approver, all related requests will route to you automatically.
Limiting Notifications to a Specific Approver
To ensure only a specific approver (e.g., a Line Manager) receives notifications:
Set approvers for each employee under Rota > People:
Click on the employee’s name or the settings icon next to their record.
Edit the approvers for unavailability, shift offers, and shift swaps.
Adjust settings to prevent admins or other managers from receiving these notifications by navigating to Configure > RTA Settings > Permissions:
Uncheck the “Receive manager notifications” box in the first column.
Save your adjustments. For additional assistance, explore the Breathe help center or contact support.
