User settings, allows you to create and view user groups with preset permissions/restrictions. e.g. for Payroll, Recruitment, Management, Finance etc.
This allows you to apply the user type when adding new users without having to manually apply each restriction.
Permission groups control what a user can see, whereas search restrictions control who a person can see. E.g. a manager seeing only their employees at their venue.
Once you have set up a user with permissions/restrictions - you can use the 'simulate user' button to login as them to check what they can see/have access to.
To create a new admin user:
- In the quick menu, select the hamburger icon to open the full menu and select Platform Settings > Users this will display all user types including Admin (Super Users), Operation Users and Employee users. Users are filtered on Admin by default.
- Select Create Admin User to create a new admin user.
- Enter in:
- The full Name of the user. This will automatically generate a unique username.
- The Email address. This will be used to send them an email to set their password.
- Their Mobile number. This is required if your users need to sign in using the SMS verification.
- Permission, select your desired permission group e.g. managers view.
- Search restriction, select the operation or specific rosters within that operation.
- Turn on the blue toggle if the user should receive outstanding (STP) Single Touch Payroll submission reminders. This is mostly for finance/payroll teams.
- Turn on the blue toggle if the new user is a manager Is this Admin assignable as a manager. This allows you to add this new user as a manager on the employee profile.
- Click Create User. Once you have done this, it is a good idea to 'simulate the user' to ensure you have allocated the correct permissions. To do this, select the ... under Actions on the right side, then select Simulate Restrictions.
- An email will be sent to the user to notify them and ask that they create their own password.
To deactivate an Admin user:
For audit purposes, Admin users are unable to be deleted, however they can be deactivated as a user meaning that they cannot access the platform. When they are deactivated the users will display in grey.
- In Users, select a Permission Group > New Permission group
- Select if the Permission Group is for an Admin User or an Operation User.
- Under Label, name your permission group. e.g. Super User, Payroll, Recruitment, Supervisors.
- Deselect all the features the user should not be able to see. You can click the title of each category to bulk deselect.
- Click Save at the bottom. This group is now ready to apply to new and existing users.
- You'll then see the new permission group displayed.
- You can edit or delete the permission group as required.
- You can also select the device icon to view the permission group.
Applying a permission group to a new user or existing user:
Permission groups control what a user can see (e.g. menus/functionality) and can be applied when setting up a new user, or by editing an existing. To apply to an existing user:
- In Platform Settings > Users > Users tab, find the user using the search bar.
- Select the arrow icon for the portal you wish to restrict (admin or operation).
- Click the Edit icon under Permissions. If you need to understand what a particular permission does, hover over it for a tool tip (explanation).
- Select the relevant Permissions Restriction Group, and click Save.
To Simulate User permissions:
- In Platform Settings > Users > Permission groups tab (or Search restrictions tab)
- In Permission groups
- The eye icon indicates which permissions you are presently seeing as a logged in user.
- Select the device screen icon and this will show you the users permission view where you can navigate to see what the user can see from a permission perspective. Select cancel (in the orange banner at the top of your screen) to return back from the simulated view.
- Adjust the permissions if required.
Search restrictions allow you to restrict who your users can see. For example a manager may only see the particular employees that they manage.
You're able to add search restriction groups which can be useful for:
Restricting Admin User view in the below use cases:
- Restricting the view of a user by office code: For example this can be helpful if you would like a manager to be able to only see employees with a specific office code.
- Admin users are limited to seeing employees that are assigned to them as a manager, or if a certain status i.e. pending, approved. They cannot see Archived employees.
- Employee tag restrictions. For example restricting admin view based on status tags created and applied to employees.
Restricting Operations User view:
- For example if you would like a manager to be able to only see a particular roster (Kitchen roster) instead of seeing all rosters such as the Office Roster with Financial Analytics.
To set up a search restriction group:
To set up a search restriction group:
- In the quick menu, select the hamburger icon to open the full menu and choose Users > Search Restriction Groups tab.
- Select Create Search Restriction Group
To apply a search restriction to a user group:
- Select if the restriction applies to Admin or Operation portal users.
- Under Label enter a title for the group. e.g. Roster: Express Milton, Tags: Employee Stage. Office Code: Head Office.
- This means that this user group can only see the Express Milton roster that contains employee tags, and head office tags.
- Apply the relevant restrictions by selecting what you want the group to be able to see.
- Click Save at the bottom. This search restriction group can now be applied when setting up / editing users.