Users and Roles
- Product Knowledge
Roles
You can configure users with certain roles and permissions.
From Admin Roles, you can create a new role, assigning it a name and permissions, read or write of the various sections to define if a role can only view or modify activities/contracts/employees/shifts…
So you will see on the left column the list of all the permissions related to the different sections and on the right column the granted permissions.
To grant a permission you simply have to select one or more permissions and click on > button to add to the right list
List of permissions
When you create a new role, you can see that it’s possible to indicate for each section of the platform if you want to give user read and/or write permissions.
On roles creation you can see all these permissions:
| you can see activities section (without read permissions the section is not visible) |
| you can see and modify activities section, by creating/changing them |
| you can see connectors section (without read permissions the section is not visible) |
| you can modify and create connectors to enable estimate shifts |
| you can see contracts section (without read permissions the section is not visible) |
| you can modify and create contracts (official agreement between company and employee). |
| you can see departments section (without read permissions the section is not visible) |
| you can modify and create departments, labels associated to employees |
| you can see disposabilities section (without read permissions the section is not visible) |
| you can modify and create disposabilities to indicate if an employee is absent/unavailable/desired/undesired on specific date/time range |
| you can see employees section (without read permissions the section is not visible) |
| you can modify employees list |
| you can see the estimate shifts section |
| you can launch the estimate shifts, but you also need in the case at least connector read permission |
| you can see garrisons section, so days and times of service coverage |
| you can indicate garrisons parameters, so days and times of service coverage |
| you can see license section, with information about your active license |
| you can view notifications sent by the system. Both permissions are enabled by default |
| you can see locations section (without read permissions the section is not visible) |
| you can modify and create locations, labels associated to employees |
| you can see roles section (without read permissions the section is not visible) |
| you can modify or create role, then associated to users |
| you can see rosters section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create rosters in scheduling |
| you can see rotations section (without read permissions the section is not visible) |
| you can modify and create rotations system to apply to scheduling |
| you can see rules section (without read permissions the section is not visible) |
| you can modify rules according to your company needs |
| you can see services section (without read permissions the section is not visible) |
| you can edit or create services |
| you can see settings section (without read permissions the section is not visible) |
| you can edit settings section |
| permission for admin/planner/supervisor to make the shifts applicable |
| permission for employee to apply for an applicable shift |
| you can see shifts section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create shifts in scheduling |
| permission for employee to request shifts exchange |
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| you can see skills section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create skills |
| you can see spots section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create spots |
| you can see the list of created teams (without read permissions you can’t see the relative section) |
| you can edit or create teams of employees |
| permission to see and modify spot permissions on each created spot (without this permission user can not view spot permissions section) |
| permission to see and modify team permissions on each created team (without this permission user can not view team permissions section) |
| you can see users section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create users |
| you can see webhooks section (without read permissions you can’t see the scheduling of workshifts) |
| you can edit or create webhooks |
| you can synch your XCALLY data inside XPLANY environment |
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If you want to create a planner user, you have to consider inserting permissions related to scheduling and workshifts creation, as rosters.write, employees.write, shifts.write, spots.write, skills.write
After saving the role, you will see the list of created ones that you can view, edit (by clicking on the edit button) or delete. Moreover you can add a new one, import roles or export a csv with created roles
Users
Then from Admin Users, you can create:
a new user, clicking on Add new and entering email, role, personal data and click on Save
a user for an existing employee: clicking on Add New, you can choose an employee from the list. The system automatically loads data already in the platform and you only add role. And click on Save
In order to enable employees to see for example Applicable shifts and to ask exchange shift, you need to:
Configure a role of Employee with these permissions:
Assign the created role to an employee, who has to become a user.
So you can create a new employee or from users you can assign employee role to an existing employee.
In this way the employee will receive a welcome e-mail to complete the account and to be able to login into the software.
Moreover from Spot Permissions tab, you can define permissions of specific user on the different spots.
You can choose between Read or Read & Write
In addition you can click on All Read or All Read & Write to assign automatically read/read&write permissions on all spots.
By clicking on Remove All you can delete all the selected permissions.
While on Team permissions, it’s possible to define the user permissions on the different teams (if the user has the relative permissions to view and configure this section)
You can choose between Read or Read & Write
Consider that if you leave None as permissions in a team, the relative employees belonging to that team will not be visible to the user