Different employees in your business can be assigned different roles according to their level of authority and different permissions according to what areas of ClockShark they need to access. If an employee manages other employees, they can be made a manager and access jobs and tasks, and other employees’ timesheets, schedules, and time off.
Assign employee roles
There are two types of roles in ClockShark:
- The Administrator role has full access to system features and control over other employees. Administrators can add and remove employees, view and edit timesheets, create schedules, bill customers, manage integrations and edit company settings. Administrators can access all employees regardless of department or location. Administrators also have access to change billing and company contact information.
- The Employee role has limited access to ClockShark based on what permissions they have been granted. If an employee has manager permissions, they can be assigned a specific group of employees, edit their team’s timesheets, clock their team in and out, edit their schedules, and manage their time off requests.
To assign a role to an employee:
- Go to Admin > Employees.
- Open an employee.
- Under Employee Details, select from the Role drop-down.
- Click Update Employee.
Assign employee permissions
By default, all employees can view customers, jobs, and tasks they have access to on both the mobile app and website. They can also add and edit notes and attachments to their timesheets.
To adjust permissions for an employee:
- Go to Admin > Employees.
- Open an employee.
- Click Permissions.
- Select the relevant permissions and click Update Employee.
When you update an employee’s settings, they will not see any changes in the mobile app until they manually sync.
The following permissions are available:
|
Mobile Timesheets |
Select View Only to only allow the employee to view timesheets on the ClockShark mobile app. Select Add and edit notes and attachments only to allow this employee to add notes and attachments to timesheets but not edit the time. Select Add and edit time, notes and attachments to allow this employee to edit the time on timesheets as well as add notes and attachments. |
|
Jobs |
Select View only to only allow the employee to view jobs and add comments to them. Select Add and Edit to allow your employee to edit jobs they have access to and add new jobs. |
|
Tasks |
Select View only to only allow the employee to view tasks and add comments to them. Select Add and edit to allow your employee to edit tasks or create new tasks in the mobile app. |
|
Customers |
Select View only to only allow the employee to view customers and add comments to them. Select Add and edit to allow the employee to add and edit customer only on the ClockShark website. |
|
Quotes |
Select No Access to prevent this employee from accessing quotes. Select View only to only allow the employee to view quotes and add comments to them. Select Add and edit to allow the employee to update the quote status, edit existing quotes only on the ClockShark website, and create new quotes only on the ClockShark website. |
|
Invoices |
Select No Access to prevent this employee from accessing invoices. Select View only to only allow the employee to view invoices and add comments to them only on the ClockShark website. Select Add and Edit to allow the employee to edit existing invoices and create new invoices only on the ClockShark website. |
Assign manager settings
If an employee manages a team, give them manager permissions so they can access specific manager functions.
To assign manager permissions to an employee:
- Go to Admin > Employees.
- Open an employee.
- Click Manager Settings.
- Select the relevant permissions and click Update Employee.
When you update an employee’s settings, they will not see any changes in the mobile app until they manually sync.
The following manager permissions are available:
|
Timesheets |
Select No Access to prevent the employee from accessing their team’s timesheets. Select View Only to allow the employee to only view their team’s timesheets. Select Add and Edit to allow the employee to add and edit timesheets for their team. |
|
Schedules |
Select No Access to prevent the employee from accessing their team’s schedules. Select View Only to allow the employee to only view their team’s schedules. Select Add and Edit to allow the employee to add and edit schedules for their team. |
|
View location on Map |
Select this option to allow the employee to view their team’s locations on the Map. |
|
Clock their team in and out with CrewClock |
Select this option to allow the employee to use CrewClock to clock their team in and out of shifts. |
|
View Reports |
Select this option to allow the employee to run reports for their team. |
|
Approve Timesheets |
Select this option to allow the employee to approve timesheets for their team. |
|
Manage Time Off |
Select this option to allow the employee to manage time off for their team. |