Introduction
Access levels and permissions control who can see and do what within your schedules and company account.
Navigation
From Workforce, click on Employees > Employee Profile > Access & Permissions.
Access Levels
Workforce supports three access levels:
Employees are restricted to their own personal account data e.g. shifts / timecards / time off / availability. They do not have access to perform any 'managerial' tasks, such as creating schedules; reviewing timecards; and approving time off requests.
Employees may only access Workforce via the mobile app, and not the desktop version.
Managers have access to some managerial functions, with what they can access and perform within the company account being controlled by their manager sub-permissions. (Read below).
Managers have both a 'manager profile' and an 'employee profile'. On the mobile app, managers may switch between these profiles. When they are logged into their personal profile, they are restricted to their own personal account data (e.g. shifts, timecards, time off, availability). When they are logged into their manager profile, they have access to the managerial functions, such as creating shifts and reviewing timecards.
Administrators have full access to the company account, in that they can see and modify all company settings and information. Only business owners and senior managers that are highly trusted should be given Administrator access.
Like managers, administrators have both a 'manager profile' and an 'employee profile'. On the mobile app, administrators may switch between these profiles. When they are logged into their personal profile, they are restricted to their own personal account data (e.g. shifts, timecards, time off, availability). When they are logged into their administrator profile, they have access to all managerial functions, such as creating shifts and reviewing timecards.
Changing access levels
When a user is first created within Workforce, their access level will be set based on the role within Lighthouse Business Manager.
Post creation, administrators are able to change the access level. Access levels can be changed from:
Manager to administrator (upgrading a manager to have full access to Workforce)
Administrator to manager (downgrading an administrator to only have limited access to Workforce.)
Assigning department access to managers
When a user has Manager access level, you need to decide which department/s (schedules) they need access to. For example, a user may need to manage the Front of House department, and a separate user may need to manage the Back of House department.
Managers can be given access to a single department, multiple departments, or all departments in the company.
Tip: Each individual user can choose which schedules they would like to be notified about via their Notification Preferences.
Review Manager Permissions
Managers can also be given additional permissions to perform extra functions within Workforce.
When managers are first created within Workforce, their access level will be set based on the permissions defined within Lighthouse Business Manager. Post creation, permissions can be edited as needed.
Managers can be assigned permissions to manage the following:
Schedule
Can create/edit shifts and publish schedule
If disabled, provides read-only view of the Weekly Schedule
Managers must have the Manage schedule permission to create, edit, and publish shifts for a department. Managers without this permission set will only have read-only access to schedules.
Time off
Can manage time off requests submitted by employees
Can create time off requests on behalf of employees
Company employees and employee profiles
Can view all employee profiles in the company network
Availability
Can create / edit / delete / availability sets
Can approve or decline availability requests
Timecards
Can view / edit / approve / export timecards
Managers will only have visibility of timecards that are produced as a result of shifts scheduled within the schedules that they manage.
An additional sub-permission is available here to indicate if the manager can perform actions against their own timecards. This is toggled on by default. If toggled off, managers will be able to view their own timecards, but will not be able to create, edit, or delete them.
Attendance Settings
Can manage attendance settings including unscheduled shift clock-in and short break prevention
Sales and labor costs
Can view employee and job hourly rates
Can view/edit sales and labor cost information for each department
Can view labor costs in timecards
Certifications
Can administer company certifications
