In this article you'll learn how to understand the permissions and restrictions of the standard manager profile in Shiftplan. The standard manager profile defines what actions managers can and cannot perform when managing shift plans and employee profiles within their reporting structure. This article is relevant for HR admins, admins, and managers who need to understand role-based access and capabilities in Shiftplan.
Full visibility for admins: HR admins and admins are able to have a full view of the entire plan created by all managers under them.
100% autonomous managers: Managers are able to prepare the Shiftplan and conduct the daily operations for various employee teams independently.
Multi-layer manager compatibility: If Manager 1 and Manager 2 are both shift planners and Manager 2 reports to Manager 1, then Manager 1 can see all shifts created by Manager 2 and can edit, delete, or publish them.
This is what the structure between the different admins and managers looks like:
Note: Click on the image to see it bigger.
The standard manager has a set row of permissions. To learn more about all profiles and permissions in Shiftplan, check out this article.
1. Permissions of the standard manager
The standard manager profile comes with certain permissions and restrictions.
A standard manager CAN:
Activate and edit Shiftplan profiles ONLY for employees who report to them or report to someone reporting to them
See and manage the Shiftplan ONLY for employees who report to them or report to someone who reports to them:
They can use the open shifts feature and later assign them
They can use the scheduled shifts feature and assign shifts
If one standard manager creates a role, tag, or working area it can be used by all managers BUT can only be edited or deleted by the manager who created it
Each standard manager can see their own capacity plan and if they edit it, it does not impact the capacity plan of other managers
Publish shifts which only they created
The admin/hr admin can however also create/edit/delete shifts created by all standard managers
A standard manager CANNOT:
Activate or edit Shiftplan profiles of employees not reporting to them
See, edit or delete shifts belonging to employees not reporting to them
Change the notification or breaktime setting
Add or activate new office/locations for Shiftplan
Edit or delete roles, tags, working areas create by other managers
Cannot publish shifts created by other managers
2. How to work effectively with multiple shift managers
For using the standard manager profile in Shiftplan most effectively we recommend the following. These are first actions from Admins before they pass on the daily shift operations to Shift managers. Admins should:
Switch on the Shiftplan feature
Add and activate the Shiftplan locations via Settings > My Company > Offices & Locations
Add employees to Kenjo
Add the first roles, tags, and working areas
Make sure that the "Reporting to" section of the shift employees are updated
After this, the multiple standard managers can work in an autonomous way
They can activate the Shift employees via Employees > Personal > Actions > Activate/Edit Shiftplan
They can use the roles, tags, and working areas created by the admin or add new ones
They can start adding shifts (open and scheduled) and planning for their teams
They can publish shifts and inform their employees
They can update an employee Shiftplan profile whenever needed