In this article you'll learn how to assign Shiftplan profiles with permissions and customize access levels for shift planning tasks. You'll understand the permission categories available and how to configure who can view settings, access schedules, and manage employee profiles for Shiftplan. This article is for administrators who need to set up role-based access after activating Shiftplan's basic and secondary settings.

1. Before getting started

As a recap, to start using Shiftplan, the basic settings needed are:

Activation of the feature
Adding office/locations and activating them for Shiftplan
Adding roles
Adding working areas
Adding tags

The secondary settings are:

Mobile notification - whether employees should get notifications on new shifts and shift changes
Break settings - whether breaks are included or excluded from the shift duration

Check out this article to learn how to set up your Shiftplan settings. Additionally, here you have a quick overview of the settings needed for Shiftplan:

Tip: Click on the image to see it bigger.

2. Overview Permissions

Now that everything is set up, it is time to assign the profiles with its permissions.

Go to Settings > Profiles and permissions
Scroll down to Shiftplan

Note:

Click on the image if you want to see it bigger
If you don't see the set of permissions in this profile, it might be because you miss one of the steps in the previous section of this article called 'Before we start'

Customize permissions for shift planning

To adjust who can do what in shift planning or to enable employees to manage the shiftplan, create a custom profile in Profiles & Permissions. If needed, read this article about how to create a custom profile
Go to Edit Employee profile for shiftplan configuration inside the Feature Management section
Click Selected employees by criteria for a more restricted access for example for an employee handling the shift plan for one team via a custom profile, you can choose and define the criteria(s) for this profile

Permission Categories

Feature Management - All settings for setting up Shiftplan are stored under this cluster of permissions

View shiftplan settings tab - Allows access to the Shiftplan settings menu under Shiftplan > Settings
View shiftplan schedule tab - Allows access to the Shiftplan scheduling menu under Shiftplan > Schedules
Edit Employee profile for Shiftplan configuration - Allows the access to activate and edit the Shiftplan profile for new and existing employee profiles.

Roles

Create new roles - Gives permission to create new roles

Edit roles and delete roles - Gives permission to edit and delete roles

Tags
Edit and delete tags - Gives permission to edit and delete tags
Create new tags - Gives permission to create new tags

Working areas
Edit and delete working areas - Gives permission to edit and delete working areas
Create new working areas - Gives permission to create new working areas

Shift scheduling management - All settings for scheduling shifts are stored in this cluster of permissions

Manage/Access scheduled shifts - Gives permission to create, edit, and delete scheduled shifts for employees
Manage/Access open shifts - Gives permission to create, edit, and delete open shifts for employees

There are some actions which are not part of the profile and permissions but are set by default in the application. These are critical basic actions which can only be performed by the HR admin and admin.

Permission	HR Admin	Admin	Standard Manager
Activating/deactivating Shiftplan	Yes	Yes	No
Activating/deactivating locations for Shiftplan	Yes	Yes	No
Activating/deactivating mobile notification settings	Yes	Yes	No
Activating/deactivating break time configuration settings	Yes	Yes	No

Actions on visible shifts: All settings around copying, deleting shifts in bulk and publishing shifts are stored in this cluster of permissions