What is the Role Manager and how can I assign Roles to my employees?

Modified on Mon, 20 May, 2024 at 1:48 PM

Overview:

The Role Manager allows company owners to manage who can see and manage specific information in your account.

How can you assign Roles?

New Employee
If you have not created a Nowsta profile for the worker, go to the Workers page and click Add Worker to set them up with an account.

You can select User Permissions at the bottom of the profile page. Once you have added them, you must invite them by selecting save and invite in the top right corner.

Existing Worker
If you want to update the roles for an existing worker, go to the Role Manager page and select Set Role in the upper right-hand corner to search for a worker. If a worker already has a role assigned to them, click on their current role to update their roles.

Removing Roles
If you want to remove a role, go to the Role Manager page, select the worker's name, and then click on the role on the right-hand side. A pop-up will appear that gives you the option to Remove the Coordinator Role.

Role Manager Types

Typically most hourly workers will not need to be assigned any roles. If someone is without management access, that worker will not have a Role on the Role Manager page. You do not need to do anything else to activate a worker.

With managers, you can use the following definitions to set up workers who need administrative ability within the Nowsta platform.

Role	Description	Access	Reports
Owner	Owners receive full access to the system, which means they can schedule, track times, and generate any report. Owners are usually major stakeholders in the Nowsta implementation process, such as the owner(s) of the company, schedulers, operations managers, and payroll managers.	They can: Assign and update admin user positions Edit Scheduling pages Edit Time & Attendance pages Edit System Input pages Edit Settings pages Set up the Nowsta Timeclock app on a tablet	Run all the following reports: Payroll Reports Time & Attendance Event Overview Event Costing Staff Performance Staff Response Stats Conflicts
Coordinator	Coordinators receive almost full access to the system, which means they can schedule, track times, and generate any report, but they cannot create Owners or other Coordinators. Coordinators may be major stakeholders in the Nowsta implementation process but require some oversight or should not be able to create other managers. This may be a scheduler, operations manager, or payroll manager.	They can: Assign and update worker user positions Edit Scheduling pages Edit Time & Attendance pages Edit System Input pages Edit Settings pages Set up the Nowsta Timeclock app on a tablet They can not: Assign Admin Roles	Run all the following reports: Payroll Reports Time & Attendance Event Overview Event Costing Staff Performance Staff Response Stats Conflicts
Coordinator (Hide Rates)	Coordinators (Hide Rates) have the same level of access as Coordinators, except every instance of pay rates and dollar amounts are removed from their accounts. They cannot create Owners or other Coordinators. Coordinators with hidden rates may be major stakeholders in the Nowsta implementation process but should not have the ability to create other managers or see sensitive pay rate information. This may be a scheduler in a different department or a scheduler not involved in the payroll process.	They can: Edit Scheduling pages Edit Time & Attendance pages, but cannot view or edit pay rates Edit System Input pages, but cannot view or edit pay rates Edit Settings pages Set up the Nowsta Timeclock app on a tablet They can not: View or edit pay rates Assign Roles	Run all the following reports: Time & Attendance (without pay rates) Event Overview Staff Performance Staff Response Stats Conflicts
Read-Only Coordinators	Read-Only Coordinators have the same level of access as Coordinators. They cannot create Owners or Coordinators nor edit any of the pages. Read-Only Coordinators are team members who should be able to see events and pay rates for budgeting and costing purposes. They sometimes are payroll managers who do not handle editing employee punches but need to generate payroll files in Nowsta.	They can: View Scheduling pages View Time & Attendance pages View System Input pages View Settings pages They can not: Edit any page Edit pay rates Assign Roles Send announcements	Run all the following reports: Payroll CSV Payroll Integration Time & Attendance Event Overview Event Costing Staff Performance Staff Response Stats Conflicts
Read-Only (Hide Rates) Coordinators	Read-Only (Hide Rates) Coordinators have the same level of access as Coordinators but cannot see any pay rates and dollar amounts in Nowsta. They also cannot create Owners or Coordinators or edit any pages. They typically are assistant staffing managers, staffing coordinators, or junior sales team members who want to track which employees are working their events.	They can: View Scheduling pages but cannot view or edit pay rates View Time & Attendance pages, but cannot view or edit pay rates View System Input pages, but cannot view or edit pay rates View Settings pages They can not: Edit any page View or edit pay rates Assign Roles Send announcements	Time & Attendance (without pay rates) Event Overview Staff Performance Staff Response Stats Conflicts
Tablet Timeclock Managers	Tablet Timeclock Managers allow that worker to create a stationary time clock. Anyone with the Owner, Coordinator, and Coordinator (Hide Rates) roles listed above will also have Tablet Timeclock Manager abilities. The Tablet Timeclock Manager specific admin role allows the user assigned to it to access and log into the Tablet Timeclock and clock other workers in, but does NOT grant admin access to app.nowsta.com.	They can: Log into the Tablet Timeclock and clock other workers in. They can not: Log into app.nowsta.com and have no other coordinator access.	None

Tablet Timeclock Managers are usually managers in the office. Still, occasionally, a supervisor may be working in the field with a tablet, so here are quick instructions on how to set this up.

We’re always available to help! Please reach out to support@nowsta.com with any questions.