Time User Roles

Time User Roles

When setting up a Time User Role, carefully determine the appropriate privileges and access levels for each user type, such as field workers, foremen, supervisors, and project managers. You can create multiple user role profiles with customized privileges and assign them to different employees as needed.

Note: Assigning a Time User Role to an employee uses one Time license.

CREATING A NEW TIME USER ROLE

1.   From the Control Center, select Settings in the upper-right corner of the screen.

2.   Select User Roles.

3.   Click [New].

4.   Select Time.

5.   In the Time Role Name field, enter a name for the role (e.g. Field Employee).

6.  Enable the checkbox for all of the privileges and access levels you want to assign to the user role.

Access levels are represented by the following columns:

·        View – Allows the user to see or access the item but not make changes.

·        Edit – Allows the user to modify or update the item.

·        Execute – Allows the user to run, process, or perform the function associated with that privilege.

Access should be granted based on job responsibilities and the minimum level of access required to perform assigned duties. (You may need to scroll to see all options.)

7.   When all privileges have been selected, select [Save].


Time User Role Privileges

The table below lists the Time User Role privileges and their available access levels.

Privileges

View

Edit

Execute

Allocate Records

 

 

Grants the ability to allocate Time Records.

Batch Records

 

 

Grants the ability to batch Time Records.

Batched Records

Grants the ability to view batched Time Records.

Grants the ability to edit batched Time Records.

Time Records – Mine (Dropdown menu)

Grants Users the ability to view their own Time Records.

Grants Users the ability to edit their own Time Records.

Enabling this box automatically enables the checkboxes for the Time Record – Mine, Deletion execute settings.

Asset – Mine

 

Grants the ability to change the equipment/asset choice that was selected during a clock in/out.

 

Time – Mine

 

Grants the ability to edit clock in/out time.

 

Tasks – Mine

 

Grants the ability to change the task/cost code choice that was selected during a clock in/out.

 

Locations – Mine

 

Grants the ability to change the location/job choice that was selected during a clock in/out.

 

Custom Lists – Mine

 

Grants the ability to change the custom list choice that was selected during a clock in/out.

 

Time Misc – Mine

 

Grants the ability to change the cost code that was selected during a clock in/out.

 

Pay Type – Mine

 

Grants the ability to change the cost code that was selected during a clock in/out.

 

Custom Field – Mine

Grants the ability to view custom fields at clock-in/out.

Grants the ability to change what was entered in custom fields during clock-in/out.

 

Use Time Custom Fields during Time entry

 

 

Grants the ability to fill out custom fields during time entry.

Time Records – Mine, Deletion

 

 

Grants the ability to delete one's own Time Records.

Time Records – Others’ (Dropdown menu)

Grants the ability to view other employees’ Time Records.

Grants the ability to edit Time Records for other employees.

Enabling this checkbox automatically enables the checkboxes for the Time Records – Others’, Deletion, and Clock in Others execution settings.

Asset – Others’

 

Grants the ability to change the equipment/asset choice that was selected during a clock in/out.

 

Time – Others’

 

Grants the ability to edit clock in/out time for other employees.

 

Tasks – Others’

 

Grants the ability to change the task/cost code choice that was selected during a clock in/out for other employees.

 

Locations – Others’

 

Grants the ability to change the location/job choice that was selected during a clock in/out for other employees.

 

Custom Lists – Others’

 

Grants the ability to change the custom list choice that was selected during a clock in/out for other employees.

 

Time Misc – Others’

 

Grants the ability to change the cost code that was selected during a clock in/out for other employees.

 

Pay Type – Others’

 

Grants the ability to change the cost code that was selected during a clock in/out for other employees.

 

Custom Field – Others’

Grants the ability to view custom fields at clock-in/out for other employees.

Grants the ability to change what was entered in custom fields during clock-in/out for other employees.

Use Time Custom Fields during Time entry

 

 

Grants the ability to fill out custom fields during time entry for other employees.

Time Records – Others’, Deletion

 

 

Grants the ability to delete Time Records for other employees.

Clock In Others

 

 

Grants the ability to clock in/out other employees.

Close / Export Time

 

 

Grants the ability to close and/or export Time Records.

Employee Sign-off

 

 

Grants the ability to sign-off/approve employee Time Records at the employee level.

Manager Sign-off

 

 

Grants the ability to sign-off/approve employee Time Records at the manager level.

Office Sign-off 1

 

 

Grants the ability to sign-off/approve employee Time Records at the Office 1 level.

Office Sign-off 2

 

 

Grants the ability to sign-off/approve employee Time Records at the Office 2 level.

Notes

Grants the ability to view notes attached to Time Records.

Grants the ability to add notes to Time Records.

 

In/Out Time Photos

Grants the ability to view photos taken at clock in/out after the fact.

 

Real Time Entry (Mobile)

 

 

Grants the ability clock in/out in the device app.

Real Time Entry (Web)

 

 

Grants the ability to clock in/out in the Control Center (website).

Time Sheet Entry (Mobile)

 

 

Grants the ability to enter time in digital time sheets in the device app.

Time Sheet Entry (Web)

 

 

Grants the ability to enter time in digital time sheets in the Control Center (website).

Web Time Entry – Control Center

 

 

Grants the ability to create Time Records in the Control Center (website).

Report – Average Time

 

 

Grants the ability to run this report in the Control Center (website).

Report – Employee Time Card

 

 

Grants the ability to run this report in the Control Center (website).

Report – GPS/Geofence Discrepancies

 

 

Grants the ability to run this report in the Control Center (website).

Report – Labor Hours Worked

 

 

Grants the ability to run this report in the Control Center (website).

Report – Job Hours Summary

 

 

Grants the ability to run this report in the Control Center (website).

Report – Job Time Card

 

 

Grants the ability to run this report in the Control Center (website).

Report – Job Detailed Hours

 

 

Grants the ability to run this report in the Control Center (website).

Report – Job Cost Code Summary

 

 

Grants the ability to run this report in the Control Center (website).

Report – Job Sign-in Sheet

 

 

Grants the ability to run this report in the Control Center (website).

Report – Payroll Detail

 

 

Grants the ability to run this report in the Control Center (website).

Report – Payroll Summary

 

 

Grants the ability to run this report in the Control Center (website).

Report – Pending Records

 

 

Grants the ability to run this report in the Control Center (website).

Report – Roll call

 

 

Grants the ability to run this report in the Control Center (website).

Report – Absent Employee

 

 

Grants the ability to run this report in the Control Center (website).

Report – Time Audit Log

 

 

Grants the ability to run this report in the Control Center (website).

Report – Lunch Non-Compliance

 

 

Grants the ability to run this report in the Control Center (website).

 

DELETING A TIME USER ROLE

Deleting a user role in WorkMax should be done carefully, as it can immediately impact multiple users and system functionality. Any users currently assigned to the role may lose access to critical features, permissions, or workflows, thus potentially disrupting daily operations.

Before deleting a role, confirm it is no longer assigned to any active users and document the current privileges.

1.   From the Control Center, select Settings in the upper-right corner of the screen.

2.   Select User Roles.

3.   Click [New].

4.   Select Time.

5.   Select the user role you want to delete.

6.   Select [Delete].

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