Superuser permissions in Smartplan

Perhaps you are familiar with one of the following situations:

  • You have employees who are each responsible for different locations on your account.
  • You have employees who should be able to approve shift swaps but shouldn't have access to creating rotas.
  • You have an accountant who only needs to manage payroll and shouldn't be involved in any scheduling, absences, shift swaps or similar tasks.

If any of these (or similar) scenarios apply to you, you can benefit from making certain employees superusers on your Smartplan account. But what does that mean? What is a superuser?

A superuser can be seen as a level between regular employees and administrators in terms of the permissions they have on the account. As an administrator or account owner, you can precisely specify which permissions the superusers should have. In other words, a superuser does not necessarily have access to all the features on your account; the may only have permissions to handle salary, absences, shift swaps or rotas, depending on your preferences. How many permissions each superuser should have is entirely up to you, so you have full control over the customization.

In the rest of this article, we will go through:

How do I make an employee a superuser?

When you are logged into your Smartplan account, there are several places where you can assign superuser permissions to an employee.

If you go to "Settings" -> "Smartplan Settings" -> "Locations", you can enable the feature. It only requires checking the box that says "Enable that employees can be assigned to locations". You can use this feature whether you have a single location on your account or if you have set up multiple different locations.

Once you have checked the box, you can click "Assign employees and superusers" next to each location:

Here, you can choose which employees you want to be assigned to the selected location. You can read more about that in this article.

At the same time, you can select who should be superusers on the location. It is possible for an employee to be assigned to several locations but only be a superuser on one of them. In that case, you simply grant them superuser permissions for the relevant location.

If you click on "customize" next to a superuser, you can choose which permissions they should have on the location:

As soon as you have enabled the feature in the settings, you can also assign an employee superuser permissions through the menu item "Employees". On this page, you can either do it when editing an employee's profile or when you create a new employee:

The various permissions that a superuser can have are elaborated on below.

Which permissions can a superuser have?

When you choose that an employee should be a superuser, you have the option to grant them permissions to manage various features, including:

Approve and reject shift swaps

The employee will have the rights to handle all aspects of shift swapping for the selected location. This means they can initiate shift swaps between two employees and also approve or reject shift swap requests from employees at the location. The superuser will not have access to the shift swap history in the settings, as this part of the system is only accessible to administrators and the account owner.

View and approve attendance

The superuser gains access to the "Hours & Salary" menuitem. Here, they can view and edit attendance for the employees at the location and approve any changes that the employees make to their own attendance. The user can also use the "Export to Excel" feature to generate an Excel file with the entire look-up period's data. Additionally, they can view the employees' time balances and add compensations to these. Note, that this setting does not grant the superuser access to view employee salary data.

View and export salary

With this setting, the superuser can access employee salary data and export salary information from Smartplan. They can add employee numbers for salary and choose between the various salary types that have been created on the account. The superuser also gains the ability to view the employees' time balances and add compensations to these. Please note, that this setting also allows that user to view attendance. But if they should be able to approve or edit attendance, they must also have the "View and approve attendance" permission.

Manage rotas

This permission grants the employee the rights to create, edit and delete rotas for the location. With this setting, the employee can also edit templates for the location and set up specific employee rules. However, it is important to note that only administrators and the account owner can edit the general employee rules. The employee will not be able to change the location of rotas. This can only be done by administrators or the account owner.

Manage and approve absence

The superuser can create absences for the employees at the location and approve or reject absence requests from the employees. With this permission, the user can also decide what should happen to the employees' shifts in relation to created absences. For example, they can create new available shifts or choose that a shift should trigger 0 hours when creating or editing absences. However, these actions can only be performed during the absence creation or editing process. If the employee needs to generally be able to create shifts in the rota, they must have the "Manage rotas" permission. Similarly, to make other changes to the employees' attendance, they must have the "View and approve attendance" permission.

Edit employees

With this permission, the superuser can edit employees assigned to the location. This includes editing positions or any extra information that has been added to the employees' profiles. The superuser will not be able to create or delete employees, nor can they assign employees to locations they do not have access to. These actions can only be performed by administrators and the account owner.

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