Overview
There are a large number of different user permissions that can be assigned within the Rotas module. This article lists them all by area, along with descriptions and suggestions for where they could be used.
- To assign permissions to a user, go to Rotas module > Users > Assign User Access > select user > User Profile > select access levels/tick boxes > Next > assign Locations > Next > assign Divisions > Next
Fig.1 - Selecting a User Profile
After following these steps the user profile screen will be displayed again with the changes applied.
- There is also an option to apply a template, using the Do you wish to apply a template? drop-down menu
- Templates can be created and managed by going to Rotas Module > Users > Templates
- From here, existing templates can be edited - select a template and use the Assign Permissions button
- Or, use the Create a New Template button to start from scratch
Fig.2 - Rotas > Users > Templates
Some of the permissions are controlled by tick boxes. This is a simple 'yes or no' choice.
Others have a drop-down menu from which the following selections can be chosen:
- No Access - the permission is not assigned
- Read Only - the user can view information but make no changes
- Full Access - the user can view information, make changes, and edit existing settings
- Edit Only - the user can view information and edit existing data, not make new changes
Fig.3 - Access levels
All descriptions in the table below are based on the user being given Full Access permissions.
For lists of user permissions in other Workforce Management modules, please visit WFM - Workforce Management User Permissions.
Lists of Permissions
Administration
| Permission | Definition | Comments |
|---|---|---|
| Rollback Rota | Allows user to rollback a rota that has been submitted to payroll | Recommended for Admin and Payroll Admin |
| Shift Types | Allows user to set up and edit shift types | Can be given to Managers to manage their own shift types at their location |
| Global Settings | Gives access to Rota Global Settings | Recommended for Admin |
| Alert Set Up | Allows user to setup email Alerts for the Rota module | Recommended for Admin |
| Fixed Cost Areas | Allows user to setup Fixed Costs Areas (e.g. Cleaning, Security) | Recommended for Finance |
| Upload T&A Files | Allows user the ability to upload T&A files | |
| Rota Review Level 1 | Allows user to set a rota 'Ready for Review' status | Recommended for Managers |
| Rota Review Level 2 | Allows user to set a rota to 'Approved' status | Recommended for Ops Managers |
| Rota Review Level 3 | Allows user to set a rota to 'Declined' status | Recommended for Ops Managers. Functionality needs to be switched on the portal before using this option |
| View Rota Metrics | Allows user to view the Metrics setup | Recommended for Admin |
| View Sessions | Allows user to view Sessions setup to linked to Metrics | Recommended for Admin |
Configure Locations
| Permission | Definition | Comments |
|---|---|---|
| Organisation Of Divisions | Allows user access to setup how budgets are entered and how revenue is captured (e.g. By location or section) | Recommended for Admin |
| Open Days | Allows user to designate which days of the week a location is open | Recommended for Admin |
| Shift Types | Allows user to assign shift types for locations & divisions | Recommended for Admin |
| Factor X And Fixed Costs | Allows user to change the Factor X % and Fixed Costs amounts | Recommended for Admin |
| Rota Times | Allows user to change rota times and breaks configuration for locations | Recommended for Admin |
| Wage Targets | Allows user to set/update Wage Target Percentages per Division | Recommended for Admin |
| Revenue Targets | Allows user to add/update sales and wage budgets | Recommended for Admin |
| Job Titles Included In Rotas | Allows user to include or exclude wages for specified job titles in the location wage cost | Recommended for Admin |
Creating & Completing Rotas
| Permission | Definition | Comments |
|---|---|---|
| Create Rotas | Allows user the ability to create a rota | |
| Delete Rotas | Allows user the ability to delete a rota | Note - once a rota has been deleted it cannot be re-instated |
| Day Comparison | Allows user access to this report | |
| Combined Weekly Total | Shows Forecast & Actual Revenue and wage costs for a specific day of the week and 8 weeks history | Note - Report does not work with version 5 or 6 of the Analysis page |
| Group Rotas | Shows combined totals for a number of chosen rotas | Note - Report does not work with version 5 or 6 of the Analysis page |
| Submit To Payroll | Allows user the ability to submit a rota to payroll | |
| Can create a rota daily message | Allows user to create a daily rota message, and capture weather or special events | |
| Edit Revenue | Allows user to edit Forecast and Actual Sales and metrics through the Edit Revenue function | |
| Rota Analysis | Allows user access to the Rota Analysis page | Note - the rota analysis page will contain the breakdown of the costs on the rota |
| Quick Edit | Allows user to put number of hours worked for an employee versus a shift with start and end times | Can only be used on the current week’s rota. Not best practice to use |
| Edit Rotas | Allows the user to edit a rota and complete days for a rota that has already been created | |
| Rota Status Summary | Report to show the status of rotas for a selected week | Ideal for Ops Managers |
| View My Rotas | Allows user to view their own shifts on a rota | Self Service Access |
| Edit Fixed Costs | Allows user to edit Fixed Costs on the rota | |
| Can edit closed at location rotas | Allows user to edit rotas if their status has been changed to 'Closed at Location' | |
| Additional Payments | Allows user to view and update Overtime/Mystery Shopper Payments | |
| Authorise Additional Payments | Allows user to authorise Overtime/Mystery Shopper payments | |
| Additional Input Screen | Allows user access to view and add Additional Payments | |
| Service Charge Reconciliation | Allows user access to this bespoke report | |
| Edit uploaded tips | Allows user ability to edit upload tip amounts- bespoke functionality | |
| Edit uploaded tips (on last rota day) | Allows user ability to edit upload tip amounts- bespoke functionality | |
| Flash report | Allows user access to this bespoke report |
Employee Administration
| Permission | Definition | Comments |
|---|---|---|
| Configure Location | Allows the user the ability to edit the configure location settings | Recommended for Admin |
| Configure Division | Allows the user the ability to edit the configure division settings | Recommended for Admin |
| Exclude from payroll (Allow HR & Payroll) | Allows and employee to be excluded from payroll at any point | Recommended for Admin |
| Base Rota Template options | Bespoke functionality currently not available | |
| Revenue forecasting options | Bespoke functionality currently not available |
Other
| Permission | Definition | Comments |
|---|---|---|
| View Summary | Allows user to view all levels of payments on the Rota Summary Report. Can be set to With All Currency or With Subordinates Currency | With All Currency - Will allow Assistant Managers to see General Managers' weekly salary/costs |
| Assign User Access | Gives the user the access to give employees bespoke access to permissions in the module | Not best practice- access templates can be set up in the modules and linked to the hierarchy |
| View All Employees | Allows user to view all employees on the rota for the location, including themselves and their manager | |
| Exports | Allows the user to access exports. If selected, the user will have access to all exports listed | |
| View Employee Summary in Rota | Allows users to view the employee summary from HR in the Rota | |
| View all employees in analysis | Allows user to view all employees on the Analysis page |
Reports
| Permission | Definition | Comments |
|---|---|---|
| Complex Rota | Gives Forecast & Actual Revenue for each day of the week | Report does not work with version 5 or 6 of the Analysis page |
| Daily rota summary | Bespoke functionality currently not available | |
| Location Shift Types | Shows a list of Shift Types assigned to the location. Data returned is based on user's location and division access | |
| Rota Summary | Shows hours worked and pay rates for employees and provides Gross Pay figure for the specified week | |
| Daily Blank Rota | Shows the shift code for the day to allow employees to manually sign in and out | |
| Student Visa Expiry | Allows user to run this report to show if an employee's student visa is about to expire | |
| Student Visa Breach | Allows user to run this report to show if an employee is in breach of Student Visa rules | |
| Employee Warnings | Allows user to run this report to show Warnings for employees they will have access to | |
| Shift List | Shows total hours/shift worked by employee for a specified period | |
| Rota | Gives the user access to this report. Shows one format for printing the rota | |
| Payroll Export | The report is a .csv file that shows employee number, hours worked and rate of pay for a weekly period | |
| Custom Reports | Allows the user access to build custom reports | Recommended for Admin and Finance only. Users can run/ view/edit/ delete all created reports. Users see information for the locations & divisions they have access to |
| Forecast Status Summary Report | Allows the user access to this report | |
| Ops Director | Allows the user access to this bespoke report | |
| Regional Director | Allows the user access to this bespoke report | |
| Ops Manager | Allows the user access to this bespoke report | |
| UDGroup Summary | Allows the user access to this bespoke report | |
| Hours Analysis - Actual vs Forecast | Allows the user access to this bespoke report | |
| Hours Analysis - Actual vs Standard | Allows the user access to this bespoke report | |
| Hours Analysis - Forecast vs Standard | Allows the user access to this bespoke report | |
| Forecast Analysis - Summary | Allows the user access to this bespoke report | |
| Job Title Report | Allows the user access to this bespoke report | |
| Optimisation by Division Report | Allows the user access to this bespoke report | |
| Daily Sales Analysis | Allows user access to this report. Shows daily breakdown of last year's sales or forecasted revenue vs. this year's sales | Note - this report needs to be enabled on the portal before using |
| Forecast Analysis | Allows user access to this report. Shows Budget, Actual and Forecast sales and labour for a week | Note - this report needs to be enabled on the portal before using |
| Weekly Overview | Allows the user access to this bespoke report | |
| Weekly Labour Report | Allows the user access to this bespoke report | |
| Labour Extract | Allows the user access to this bespoke report | |
| Weekly Overview Report v2 | Allows user to see daily and weekly approved sales/wage cost against actual for the location and divisions | |
| Monthly Wage Cost Analysis | Shows figures from the Analysis page for a specified period for the location or division, for a day or a week summary. Can be exported to excel | |
| Monthly Agreed Overtime | Allows the user access to this bespoke report | |
| Weekly Overview Report v3 | Allows user to see daily and weekly approved sales/wage cost against actual for the location and division, with the ability to drill down to an employee level | Use with caution. Drill down of report will show weekly wage costs for all employees, including GM. Not recommend for below GM access level |
| Sales per labour hour | Allows the user access to this bespoke report | |
| T&A Detail Report | Allows the user access to this T&A report | |
| T&A Error Log | Allows user to see any T&A data that did not upload to the rotas |
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