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Employee and User Management

Kellie Oxley Updated by Kellie Oxley

Employees and Users in Auto Rostering are two separate types of people who access the system – an employee is someone who would log into Auto Rostering to review and see their assigned Schedules and Absences. A User is someone who can create Schedules, manage employees and change system settings. Both are people who use the system, but a user is administrative whereas an employee is someone who benefits from the system in their day-to-day work life.

Employees

A list of all existing employees can be found on the Manage Employees page, which can be accessed from the left-hand navigation bar.

Note: If you have employee data in your Time and Attendance application, this data will be synced over to Auto-Rostering.

Within Manage Employees you can search and filter the employee list by using the tools at the top of the page. You can use the search bar to type an employee's name or number or use the filter to filter by Skills that the employees have.

Selecting an employee will take you to their Employee Details page, where you can send them a system access email, or add some additional details. If you make any changes, ensure you select the Save Changes button before leaving the page.

Note: Employees are synced from Time & Attendance, you are unable to add new employees directly within Auto-Rostering. Certain data within the Employees record cannot be amended within Auto-Rostering, this would need to amended within Time & Attendance
Manage Absences

You can also Manage Absences within the Employee option.

Whenever an employee requests an Absence via the Time and Attendance application, The status of the Absence Request will then appear in the manager's Authorisation List, which can be accessed from the Manage Employees menu in the left-hand navigation bar, under Manage Absences:

Here, you will see a list of all the Absences that have been requested by the employees you have access to. From here, you can View Details for each of the Requests.

Note: The Absences cannot be amended from within Auto-Rostering, these need to be handled in the Time and Attendance application and the details of those authorisation will be synced through to Auto-Rostering.
System Access email - Individual Employee

Once an Employee has been synced through to Auto-Rostering, they are now ready to be given their login details so they can sign into the system and access their assigned Jobs and book Absences. To invite them to log in, select the Send System Access email button while on their Employee Details page. The employee will then receive an email (which is sent to the email address provided in their details page) and they will then be instructed on how to log in.

The employee will be sent:

• A link to the login screen

• A username they can use to login

• A temporary password, which they will need to change when they login for the first time

Once an employee has been sent a System Access Email, the button will change from red to green and will instead read 'Resend System Access email' – this should be used if the employee did not receive their invitation to join Auto-Rostering, or they have forgotten their password

System Access email - Send in bulk to all Employees

You can bulk send the system access email to all employees by selecting the employee tick box and selecting the button to edit all the selected employees

Tick the Send system access details. You can also choose to assign all the selected employees to a specific employee profile using this same option

Users

Users are found in the Settings menu, under User Management. You can access a list of all users by selecting Manage Users in the left-hand navigation menu:

Within Manage Users you can search and filter the user list using the tools at the top of the page. You can use the search bar to type a user's name or number, or use the filter to filter by User Profile.

Selecting a user will take you to their User Details page, where you can edit their information, send them a system access email, or delete the user. If you make any changes, ensure you select the Save Changes button before leaving the page.

Add a User

You can add a user by selecting Add user from the User Management page.

Selecting this button will take you to the Add User page, where you can fill out the user's basic information, such as their name and birth date. There are several different tabs that you can navigate through that will allow you to enter additional information, such as the employees they have access to, as well as what Schedules they can edit.

Note: Some information is mandatory when creating a new user – these fields will be marked by an asterisk (*). Make sure you fill them out before selecting Save Changes, or you will be unable to continue.

When you have entered the important details of the user, select Save Changes to add the user to Auto-Rostering.

System Access email - Individual User

Once a user is created in Auto-Rostering, they are now ready to be given their login details so they can sign into the system and begin using Auto-Rostering. To invite them to log in, select the Send System Access email button while on their User Details page. The user will then receive an email (which is sent to the email address provided in their details page) and they will then be instructed on how to log in.

The user will be sent:

A link to the login screen

• A username they can use to login

• A temporary password, which they will need to change when they login for the first time

Once a user has been sent a System Access Email, the button will change from red to green and will instead read 'Resend System Access email' – this should be used if the user did not receive their invitation to join Auto-Rostering, or they have forgotten their password.

System Access email - Send in bulk to all Users

You can bulk send the system access email to all users by selecting the user tick box and selecting the button to edit all the selected employees

Tick the Send system access details. You can also choose to assign all the selected users to a specific user profile using this same option

Employee linked to User

Some users are also employees and can be added to Schedules and assigned to Jobs. Users can be assigned an employee that marks them as the same person – this is the Linked Employee field on the Personal tab of the User Details page. Linking an employee to a user will mean that when the user logs in to their manager account, they will be able to access their own employee features without the need to log in and out of the system.

You can also set the level of access that a user has to their own employee account with the Linked Employee Rights drop-down menu. You may not wish to let them be able to make the same changes to themselves that they can for other employees.

Schedule Permissions

Each user can be granted access to one or many Schedules. It is also possible to limit their access to a section within that Schedule (such as a Subgroup). If you do not limit their access within a Schedule, they will have access to the whole Schedule.

For each Schedule, a Permission needs to be given to the user:

Modify gives the user full access, and allows them to make modifications and make employee assignments

• Limited modify allows the user to assign employees, but not make any changes to the Schedule (such as editing or creating Jobs)

• Read Only lets the user view the Schedule, but they are unable to edit it in any way

• Anonymous gives the user read-only access to the Schedule, but they may not see the names of the employees that are assigned to Jobs

Template Permissions

Each user can be granted access to one of many Templates. The Permissions for each Template mimic the settings for Schedule Permissions.

Profiles

Each employee and user is assigned a User or Employee Profile. Profiles control what features the user or employee will have access to.

The Profiles can be accessed from the User Management section of the Settings menu, under Manage User/Employee Profiles:

When you open one of these pages, you will be shown a list of the appropriate Profiles. A Profile is made up of a series of checkboxes that can be ticked and unticked to give an employee or a user access to that area of Auto-Rostering. Select View details on a Profile to open the Profile Details section, and tick or untick features as desired. Once you are happy, select Save Changes:

Employee Panel Permissions

For Employee Profiles, you can also control what panels can be accessed within the Employee Details page for the employee. You can also decide if they are able to modify the value, or if they are set to read-only:

Field Maintenance

Any of the fields for employee organisational field list entries can be modified in the System Preferences. In the Employees tab of the System Preferences, you can view their details. For each one, you can add, modify, or delete the values that can be chosen:

Employee Notifications

Employees may often receive various notifications depending on how the Job/Sub group has been configured, read more detail here on what those notifications might entail.

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