User Roles and Permissions
Who can do what in each TempClock console: the agency console access levels (Super admin, Admin, Coordinator, Payroll, Read-only, Viewer), the client dashboard roles (Admin, Manager, Viewer) and the client portal roles (Approver, Supervisor, Viewer).
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Overview
Three consoles, each with its own roles.
The agency console is for your own staff. The client dashboard is for clients who manage their own workers. The client portal is for your clients' approvers and supervisors. Access is checked on the server. In the agency console a page a user cannot open is left out of their menu and the address answers with a refusal. In the client dashboard the menu hides pages above your role, but a few pages (Incidents, Restrictions, Adjustments, Batch edit, Financial locks, WTR report, AWR tracking, Surveys, Clock messages and Portal notifications) can still be opened by a lower role who types the address.
Before you start
- Agency console: a super admin, or an Admin with the add and change users permission, to add agency users.
- Client dashboard: a tenant admin (Admin role) to add client dashboard users.
Agency Console Levels
Pick an access level, then adjust if it is a custom one.
| Access level | Can | Cannot |
|---|---|---|
| Super admin | Everything, including users, security and updates. | Nothing is restricted. Only a super admin can grant it. |
| Admin (custom page ticks) | Full access by default. Untick pages and actions to restrict. | Super admin pages: Security & 2FA, Automation, Display screens, Updates, Demo mode and some kiosk diagnostic tools. |
| Coordinator | Runs the day: shifts, timesheets (approve and edit), exceptions, live view, workers, attendance, availability, reports and backfill. | Change pay rates, delete time, run payroll or manage users. |
| Payroll | Pays people: payroll, Sage and Xero export, close the week, financial locks, reports. | Change rate rules or timesheets. It can read both. |
| Read-only | Look at the dashboard, live view, attendance, timesheets, shifts, availability, workers, exceptions, reports, fire register, occupancy, visitors and contractors. | Change anything. |
| Viewer (custom page ticks) | Only the pages you tick. | Change data, ever. |
Changing a worker's pay or charge rate needs the rate permission, and deleting time needs the delete permission, on any page. A Coordinator can still save a worker as long as the rates stay the same.
Add an Agency User
Agency console only.
Agency console: Setup > Users.
Enter the details
Fill in Full Name, Email and Password (at least 8 characters).
Choose the access level
Pick the Access level. The description under it says what it allows. For a preset, the page lists the pages it can open.
Create
Click Create User. To change someone later, click Edit. Nobody can change their own access level, and only a super admin can change a super admin.
Two-factor
Ask the user to set up two-factor at their first sign-in. See Two-factor Authentication.
Client Dashboard Roles
Admin, Manager and Viewer.
Client dashboard: Setup > Users. The agency can also manage them from Setup > Dashboard users in the agency console.
| Role | Pages added to the menu at this level |
|---|---|
| Viewer | Dashboard, Live activity, Attendance, Fire register, Occupancy, Workers, Reliability, Absences, Workforce Insights, Worker forecast, Availability, Shifts, Queries, Cancellations, Timesheets, Amend requests, Kiosk sessions, Visitors, Contractors, Survey results, General reports, Attendance, Overtime and Spend reports, the marketing pages and Help & support. |
| Manager | Everything a Viewer has, plus Incidents, Restrictions, Badges, Import workers, Registration links, Adjustments, Payroll, Backfill, Rate rules, Manual clock, Exceptions, Cost codes, Batch edit, PIN snapshots, Kiosk fleet, Site rules, Surveys, Clock messages, Charge schedule, Automation, Portal notifications and Departments. |
| Admin | Everything a Manager has, plus Privacy (GDPR), AWR tracking, Templates, Patterns, Close week, Sage export, Financial locks, WTR report, Locations, Kiosk setup, Kiosk devices, Margin, Sage Accounting, Settings, Users, Portal users, Billing, Audit log, and API keys and logs when API access is on. |
A Viewer does not see everything. The menu hides Payroll, Exceptions, Close week, Rate rules, Margin, the WTR report, Settings and every page in the Manager and Admin rows above. Most of them also refuse a Viewer who types the address; the few listed in the overview do not.
Per-user Permissions
Narrow what one person can do, on top of their role.
Client dashboard: Setup > Users, then Access next to a person. The role is the most they can do; the tick boxes switch areas off for that person only. A user nobody has changed keeps exactly what their role allowed.
| Tick box | Covers |
|---|---|
| Money | Pay rates, charge rates, margin, spend and invoices: the Charge, Pay and Margin columns on Timesheets, payroll totals, the Spend and Margin reports, rate rules, the charge schedule, billing, money columns in exports, and the pay and charge scopes on API keys. |
| Payroll | Payroll, Close week, Sage export, the charge schedule and financial locks. Also needs Money. |
| Reports | The report pages: attendance, overtime, reliability, working time, AWR, cancellations, forecasts and the rest. |
| Workers | Adding and editing workers, documents, badges, import, registration links and face enrolment, and the skills list. Without it the worker list is read-only and the skills list is not shown. |
| Shifts and bookings | Booking, changing, publishing and cancelling shifts, availability and absences. Without it the rota is read-only. |
| Timesheets | Approving, disputing and editing timesheets, manual clocks, paper backfill, exceptions and amend requests. Without it timesheets are read-only. |
| Settings and set-up | Sites, kiosks, rate rules, users, portal users, automation, integrations, settings and the audit log. |
| Marketing | Artwork, badge designs, templates and marketing assets. |
Quick presets set the role and the tick boxes together:
| Preset | Role | Areas on |
|---|---|---|
| Coordinator: bookings, timesheets and workers, no money | Manager | Workers, Shifts and bookings, Timesheets (coordinators sign up new temps at the site office) |
| Payroll | Admin | Money, Payroll, Reports, Timesheets |
| Compliance | Admin | Workers, Reports |
| Read-only | Viewer | Reports |
| Full access | Admin | Everything |
Pages a person cannot use are left out of their menus, quick add and search. If they open one from an old link they see a short message saying which area their account does not include, and the server refuses the matching actions too. Changes apply on their next click. Nobody can change their own access.
An admin can only give areas their own account includes. An admin without Money, for example, cannot give Money to anyone, and cannot change the access, role, password or 2FA of someone who has it: the Users page says "Needs an admin with Money" on that row. The same goes for API keys: a key cannot book shifts, change workers or clock people in unless the admin making it has that area.
Client Portal Roles
For your clients' staff.
| Role | Can |
|---|---|
| Approver | Approves and disputes timesheets, requests workers, sees charges. |
| Supervisor | Raises disputes and requests workers. Cannot approve or see charges. |
| Viewer | Can look at timesheets and attendance. Cannot change anything. |
Agency console: Clients > Portal users. Client dashboard: Setup > Portal users. Tick the Sites each user looks after. On a client with more than one site, a user with no site ticked sees nothing. Pay rates are never shown in the portal. See Setting Up Portal Users.
What Is Logged
Every change has a name on it.
Sign-ins, two-factor events, user and permission changes, approvals, corrections and exports go to the audit log with who did it and from which console. See Audit Trail.
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