Manage access and employee permissions

Employee Permissions decides which management tools each person can open. It is not about whether someone can use the Employee Portal at all.

Think of these permissions as keys to back-office tools, not as "can this person see their rota?"

Only administrators with full admin access can open Employee Permissions and change what other people can reach.

When someone is set up as an active employee with a login, they can normally use the Employee Portal without any extra permission, including:

• My Schedule — their own published shifts.
• My Requests — swap, leave and holiday requests.
• Policies and documents shared with staff.
• Clocking in and out, where your home uses the time clock.

None of that requires a permission tick. If a nurse says they cannot see their rota, check that the week is published and that they are signing in with the correct account, rather than granting them Schedule Management.

Each tick adds an admin section to that person's menu — the same kind of tool an administrator sees. Granting Schedule Management, for example, means they can build and edit draft rotas, publish schedules, and manage shift types, requirements, leaves, holidays and related reports.

The same pattern applies to the other sections: you are delegating operational management work, which usually includes creating, editing and deleting records.

1. Would I trust this person to change data for the whole home in this area?
2. Do they need it for their job, or could I run the reports or make the changes myself?
3. Is this a temporary cover arrangement, such as an acting coordinator for two weeks?

If the answer to the first question is no, leave the permission off.

• Director or registered manager — full administrator access; does not rely on these ticks alone.
• Deputy or senior coordinator — often Schedule, Request Centre and sometimes Time Clock admin, and only what they genuinely use.
• Team lead helping with the rota — sometimes Schedule Management for a defined period. Record why, and review it regularly.
• Frontline nurses, carers, healthcare assistants, kitchen and housekeeping staff — usually none of these admin sections.

• Schedule Management — full rota administration and publishing.
• Employee Management — staff records, profiles and departments.
• Time Clock System — attendance dashboards and reports for the whole home.
• Request Centre — reviewing and deciding staff requests.
• Survey Management — creating surveys and reviewing responses.
• Certifications — training and certificate records.
• Company Policies — uploading and publishing policy documents.
• Recruitment — the candidate pipeline, including applicants' personal details.
• WTE — workforce capacity reports.
• Holiday Limits — daily annual-leave capacity rules.
• Communication — home-wide announcements and messaging tools.
• Audit — audits and compliance records.
• Breaks — break monitoring and related settings.
• Support — the support ticket queue.
• HR Management — contracts, appraisals and confidential HR files.
• Maintenance and Household — facility and household tasks.
• Payroll and Accounts — payroll and financial administration, which is highly sensitive.

• Permissions are section-wide. There is no read-only option, so assume that anyone with a section can edit within it.
• Review permissions whenever someone changes role, covers leave, or leaves the home. A quarterly review is good practice.
• Grant the minimum sections a person needs, rather than ticking everything.