In RotaMaster, each administrator can have different security rights - meaning that they can only perform limited actions/have access to certain information if required.
This can be broken down into three main levels;
- System Administrator; can add/view/edit everything, across all Rota Groups
- Local Administrator; can add/view/edit everything in specified Rota Groups
- User; access to view/add/edit can be granted for each individual area of the system. I.e. Users could be created that can view, but not edit/add to Personnel Records, add but not delete Pay Rates and have no access to any rota functionality. Users are especially useful if, for example, different departments require access to RotaMaster for their own uses - such as Finance - without the need to access other areas.
Administrator rights are configured in the Configuration > Security section of RotaMaster, and current profiles will be displayed on the right hand side of the screen;
In order to add new administrators profiles, click the green plus button and fill out the details as below;
Role: Select based on your preference for the user you are creating; System Administrator, Local Administrator or User
System Administrator - Profiles set as System Administrator cannot be edited. These users will have access to view/add/edit anything in the system.
Local Administrator - Local Administrator profiles can be configured further to give them access to only view/add/edit everything in specified Rota Groups;
User Administrator - Access to view/add/edit can be granted for each individual area of the system.
User Type: Select based on which areas of the system the user will need access to.
Both - access to RotaMaster and Admin Staff Hub
RotaMaster Only - Admin Area of RotaMaster
Staff Hub Only - Access to Admin Web Portal only
Click Create.
When creating a Local Administrator or User profile you will have the option to give them access to one or multiple Rota Groups in the Rota Group Permissions tab.
The 'Rota Groups This User Has Access To' column shows all Rota Groups that this user can access. Clicking the red right arrow will move Rota Groups to 'Restricted Rota Groups', which are Rota Groups this user cannot access.
You can use the arrows with the line at the end to remove all Rota Groups, or give access to all without having to click one by one.
User Administrator
User profiles can be edited heavily to give specific access to each area of the system. When a profile is created as user, when editing the profile there will be variouss tabs shown;
- User Details - the First/Surname of the user, username etc.
- Rota Permissions - all sections in this area link up to the main tab menu of RotaMaster. Ie. Personnel, Rota, Finance+ etc.
- Rota Group Permissions - this tab is used to give/remove access to Rota Groups
- Staff Hub Permissions - all sections in this area link up to the menu of the Admin Web Portal. I.E. Messaging, Content Management etc.
- Super User Permissions- enhanced permissions for certain areas of the system
- Bank + (Bank + only module)- allows the user to create shifts in the selected zones and duty stations.
- Admin Profile Audit - shows any changes made to the permissions within that users profile; noting who the change was made by, date, and time, and the detail of the change.
Rota Permissions
Rota Permissions are broken down into each area of the system. To remove access to a whole area - ie. Personnel - remove the tick from the Full Access box alongside the section name. Tick the Read Only box to give view only access to this user for this entire section. Line Manager only access will give the user access to this section of the system, but only for those they have line manager access too.
Clicking the small grey arrow next to each section will open up the sub-sections for that area of the system, so that access can be given/removed for only certain sub-sections/fields within that area;
Any sections where the Read Only tick box is red cannot be set to Read Only. For example, add functions cannot be view-only.
Rota Group Permissions - the same as shown under 'Local Administrator' section above.
Staff Hub Permissions
Each Permission in this section relates to a headed section of the Staff Hub Portal. Similarly to the Rota Permissions, removing the Access tick next to a section - I.E. Messaging - will remove all messaging rights from this profile.
Clicking the small grey arrow next to the heading name will open the sub-sections, allowing access to be removed for only certain sections of the system - for example Broadcast Messaging, as shown below.
Bank+ Permissions
This section allows access to certain Zones and Duty Stations to be granted/removed. This is used to stop certain users creating shifts within Admin Hub that they do not have the correct permissions to create.
'Can Edit and publish other admins bank shifts' - once ticked this will allow the user to publish shifts in Staff Hub that other admin's have created.
