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Invite managers to become Rota Managers
Invite managers to become Rota Managers

2 min read - Add rota managers and determine who can see employee salary information.

Barry avatar
Written by Barry
Updated over a week ago

Many businesses require managers to view and edit rotas but not every manager should be able to see all the data (e.g. remuneration data) or perform all functions.  

To address this we have a role called "ROTA MANAGER".  An administrator can invite other employees to be Rota Managers.  Those employees will be invited to sign-up but when they login they will only have access to the rotas and features that they have been authorised for.

Account Level Permissions

Permissions can be granted at an account level.

Create New Employee

This allows managers to add new staff to the system and complete all the necessary information.

Approve Payroll

This will allow managers to view the Payroll screen where they can view and approve clock records for the staff that they manage on their rotas.

Rota Level Permissions

Two additional privileges at the rota level.   The rota manager can optionally "view costs" and/or "add/remove employees" to the rota.

*PLEASE NOTE - By giving a rota manager full access to view both costs and add/remove employees s/he will be able to add any employee to their rota and assign a shift enabling them to calculate employee salary/hourly rate information.

If a rota manager should only view costs for employees allocated to their rotas then we advise that you limit their access to 'View Costs' only with an Administrator (senior manager) allocating employees to the rota.

Lets take a look at the workflow.

The setup

Lets assume we have a business with three rotas.

Invite rota manager

Now lets say we want the Bar Manager to manage all aspects of the bar. They can also view and modify the Front of House but should not be able to see costs or add remove employees.  The Bar Manager should never see the kitchen rota.  The Bar manager should not have top level access so shouldn't be able to view the full Employee list.

Lets invite the Bar Manager.  
Log in as an Owner or Administrator.

  • Navigate to "Employees" and locate the Bar Manager.

  • Under "Account Access" click the burger icon

  • Click "Make Rota Manager"

Now lets set the access level:

We have selected "BAR" and given full access to *view costs and *add/remove employees.

*PLEASE NOTE - By giving a rota manager full access to view both costs and add/remove employees s/he will be able to add any employee to their rota and assign a shift enabling them to see employee salary/hourly rate information.

If a rota manager should only view costs for employees allocated to their rotas then we advise that you limit their access to 'View Costs' only with an Administrator (senior manager) allocating employees to the rota.


We have not selected "KITCHEN".
We have selected "FRONT OF HOUSE" but not added any additional privileges.

  • Click save

The account access has been updated to:

Login as rota manager

The employee has received an email and signed up.  Let's have a look at what they can see when they login.

  • At the top there is no access to the account employee list

  • The user can see 2/3 rotas, Bar and Front of house.

  • Bar is currently selected so the user can add/remove employees from the rota

  • The user can also see total costs

Let's switch to Front of house.

  • the user can view/edit the rota 

  • the user cannot add/remove employees from this rota

  • the user cannot view costs

Change permissions

As an owner or admin you can change permissions and remove access at any time.

We hope this feature gives you all the flexibility you need to manage your users but as always we welcome your feedback.  Feel free to drop us a line by email, chat or phone.

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