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Managers (i.e. restricted users) can now be assigned user permissions against specific location(s), in addition to employee groups!

Currently, we use ’employee groups’ to set user permissions for managers. The limitation with employee groups is that it only defines the employee(s) that a manager can see. It does not restrict location specific data that a manager has access to. This is particularly highlighted when it comes to rostering and timesheets.

To provide greater flexibility in setting user permissions for managers, we have added the option of providing restricted users with location access. The user permissions afforded to employee group access are also provided to location access.

So, what exactly does this mean?

Let’s use an example.

Scenario:

The head chef, Fabiola, is responsible for managing the kitchen roster as well as approving the timesheets of all employees working in the kitchen. Due to the nature of the business there are employees who, whilst primarily employed to work in the kitchen, also perform ad hoc jobs in other areas. On the other hand, employees who are primarily employed in other areas may be required to help out in the kitchen from time to time.

Current User Permission:

Fabiola has access to an employee group called “Kitchen”, set up as follows:

Her permissions for Kitchen are as follows:

Based on Fabiola’s current user permission, her roster view is as follows:

Although Fabiola has no responsibility for managing shifts performed in Administration, these shifts still appear. The only way these can be removed is through filtering the roster to only display the Kitchen location. Furthermore, when assigning shifts, Fabiola cannot assign a shift to an employee who can work in the kitchen shift if their primary location is not set up as Kitchen.

From a timesheet perspective, Fabiola also has access to some Administration timesheets as they have been worked by staff whose primary location is Kitchen:

Again, to remove timesheets for locations other than Kitchen, she will need to use the location filter. Fabiola does not have the permission to create timesheets for staff who worked in the Kitchen if their primary location is not Kitchen.

The above user permission scenario creates the potential for managers to:

The above user permission hinders the ability to properly manage a location because:

New User Permission:

Fabiola is provided with timesheet and rostering permissions to the location “Kitchen” as follows:

When Fabiola views the roster, she can:

Similarly, with timesheets, she is only able to view timesheets for Kitchen and can also create/approve timesheets for fill-in staff:

This type of user permission setup makes it easier for managers to focus on the location(s) they are responsible for, as that’s the only data they are able to view!

How does this enhancement affect the setup of existing user permissions?

It doesn’t! As we have not made any changes to the functionality of employee groups, existing restricted users will continue to have the exact same access and view as what they currently do.

Full access users are able to edit existing user permissions to tailor according to manager responsibilities and hence better restrict what managers can and cannot see.

So what else has changed?

  1. We have consolidated the ‘Manage Users’ and ‘Employee Groups’ screens into one ‘Manage Users’ screen;

  2. Full access users can export user permission configuration from the ‘Manage Users’ screen. This provides a quick and easy snapshot view of all users in one document;
  3. General look and feel of the ‘Manage Users’ screen;
  4. Employee Groups can be created on the fly whilst setting up/modifying the access of a restricted user.

This enhancement will be released on 3 November and is available to all subscribers.

If you have any feedback, you can leave us a comment below or drop us a line via support@yourpayroll.com.au.

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