Security roles are configured and assigned to employees to provide controlled access to specific screens, controls, functions and reports.
NOTE: Access can also be restricted depending on the type of ClockOn license you have purchased.
Additionally to the Security Roles you will need to also look at an employees Department tab. If an employee has Admin ticks for a specific department then they may also have the ability to see other employees details, timesheets and rosters. (For more information read Departments Tab - Assigning Employees to Locations/Departments)
Security Options List
Security roles are applied to employees individually using the employee screen (Personal details tab) . Security roles are selected using the Security Level drop down on this screen. Available employee security roles include: Employee, Employee (Restricted), Payroll Officer, Time Sheet/Leave Officer, Roster Officer and User Defined. (For more information read Configuring Employee Security)
NOTE: All the employee security roles can be customised
By default, the Employee and Employee (Restricted Access) modes enable the selected employee to view screens in read only mode. The Administration Role offers full access at all times with five configurable access levels.
Accessing the Security Roles
- Go to Setup > Security Roles.
- From the Role drop down menu select the role that you want to work with.
Administrator Role
The five configurable access levels are:
- Enrollment Manager | Can access
- Payroll - Create Payroll | Show warnings
- Reports | Can edit report settings
- Terminal Manager | Can access
- Timesheet Approval | Show warnings
The following table shows the default security options for each role:
The User Defined roles is an additional role, left empty for you to set as you require
NOTE: These are the current defaults of new implementations and may differ slightly to your installation
| Employee | Employee (Restricted Access) | Payroll Officer | Roster Officer | Time Sheet / Leave Officer | User Defined | |
| Alerts | ||||||
| Can Access |  | | | |||
| Scheduled Jobs | Can Access | ||||||
| Allowance/Deduction Manager | ||||||
| Can Access |  | |||||
| ClockOn GO | ||||||
| ClockOn | Allow clock on /off | | | | | | |
| ClockOn | Allow clock on / off outside geofence |  |  |  |  |  | |
| Details - Entitlements | Can View | | |||||
| Employee - Entitlements | Can view annual leave | | | | | | |
| Employee - Entitlements | Can view long service leave | ||||||
| Employee - Entitlements | Can view rostered day off | ||||||
| Employee - Entitlements | Can view sick leave | ||||||
| Employee - Entitlements | Can view time-in-lieu | ||||||
| Employee | Can access | | | | |||
| Employee | Can change data | | | | |||
| Employee | Can change email details | ||||||
| Leave - Request Leave | Can access | | | | | ||
| Leave - Can book hourly | ||||||
| Payslip | Can access | | | | | ||
| Roster - Request Shift Can Access | | | | | ||
| Roster | Can access | | | | | ||
| Roster | Can email rosters and payslips | | | | | ||
| Unavailability - Request Unavailable | Can access | | | | |||
| Unavailable | Can access | | | | | ||
| Can Access | | | | | | |
| Department Manager | ||||||
| Can access | | | ||||
| Can change departments | | |||||
| Can change shifts | | | ||||
| Employee | ||||||
| Can access allowance/deduction manager | | | | | ||
| Can access another employee's file | | |||||
| Can access department manager | | | | |||
| Can access department tab | | |||||
| Can access entitlements tab | | | ||||
| Can access notes tab | ||||||
| Can access pay rate | | | | |||
| Can access pay tab | | | | |||
| Can access roles / qualifications tab | | | ||||
| Can access unavailability tab | ||||||
| Can access working hours tab | | | | |||
| Can add employee data | | |||||
| Can change employee data | | |||||
| Can change entitlements | | |||||
| Can change pay rate | | |||||
| Can change qualifications | | | ||||
| Can change roles | | | ||||
| Can change security level | ||||||
| Can change unavailability | ||||||
| Can change user type | | |||||
| Can change working hours | | |||||
| Can duplicate employees | | |||||
| Can Terminate another employee | | |||||
| Enrolment Manager | ||||||
| Can access | | |||||
| Can change location | ||||||
| Can change view type | ||||||
| Can check terminal status | ||||||
| Can enroll cards | ||||||
| Can enrol fingers | ||||||
| Export Data | ||||||
| Can access | | | ||||
| Can access export configuration | | |||||
| Can access export file location | ||||||
| Import Data | ||||||
| Can access | | | ||||
| Can access import configuration | | |||||
| Can access import file location | ||||||
| Location Manager | ||||||
| Can access | | | ||||
| Can access roles | | | ||||
| Can change locations | | |||||
| Can change roles | | | ||||
| Password | ||||||
| Can access | | | | | | |
| Payroll | ||||||
| Create Payroll (Timesheet Approval) | Can exclude pay items | ||||||
| Create Payroll | Can access | | |||||
| Create Payroll | Can access rate updates | ||||||
| Create Payroll | Show warnings | ||||||
| Qualification Manager | ||||||
| Can access | | | ||||
| Can change qualifications | | | ||||
| Rates Manager | ||||||
| Can access | ||||||
| Reports | ||||||
| Can access | | | | |||
| Can access audit reports | | |||||
| Can access employee reports | | |||||
| Can access general reports | | |||||
| Can access leave reports | | | ||||
| Can access payroll reports | | |||||
| Can access roster reports | | | ||||
| Can access timesheet reports | | | | |||
| Can edit report settings | | |||||
| Can email payslips | | |||||
| Roster | ||||||
| Can access | | | ||||
| Can access another employee's roster | | | ||||
| Can access date calendar | | | | | | |
| Can add, edit, and delete leave | | | | | ||
| Can add, edit and delete rosters | | | ||||
| Can change budget cost inclusions | | |||||
| Can change budget detail level | | |||||
| Can change budgets | | | ||||
| Can change date range | | | ||||
| Can change departments | | | ||||
| Can change templates | | | ||||
| Can change year | | | ||||
| Can load templates | | | ||||
| Can Publish | | | ||||
| Can save and load budgets | | | ||||
| Can view budget employee wages | | |||||
| Can view budget sales target | | |||||
| Can view budgets | | |||||
| Overview | Can access | | | | |||
| Rule Manager | ||||||
| Can access | | |||||
| Can change rulesets | | |||||
| Single Touch Payroll Wizard | ||||||
| Can access | | |||||
| System Setup | ||||||
| Can access | | | ||||
| Terminal Manager | ||||||
| Can access | ||||||
| Can add, edit, delete terminals | ||||||
| Can check terminal status | ||||||
| Timesheet Approval | ||||||
| Rollback | Can access | | | ||||
| Can access | | | ||||
| Can access allowances/deductions | ||||||
| Can access rate updates | ||||||
| Can access rule sets | ||||||
| Can access timesheets | ||||||
| Hide pay rate, gross $ | ||||||
| Show warnings | ||||||
| Timesheets/Leave Editor | ||||||
| Can access | | | | |||
| Can access another employee's timesheets | | | ||||
| Can access timesheet details | | | | |||
| Can add, edit, delete rates | | |||||
| Can add, edit, delete timesheets | | | ||||
| Can change date range | | | ||||
| Can change department name | | | ||||
| Can change view type, employee range | | | ||||
| Can clear, autofill timesheets | | | ||||
| Can edit approved timesheets | | |||||
| Can edit clock times | | | ||||
| Can override warnings leave | | | ||||
| Can override warnings timesheet | | |||||
| Web (Portal) | ||||||
| Administrator | Timesheet Approval | Can access | | |||||
| Administrator | Timesheets | Can access | | |||||
| ClockOn | Allow clock on / off | | | | | ||
| ClockOn | can change time zone | ||||||
| Details - Entitlements | Can View | | |||||
| Details | Can access | | | ||||
| Details | Can change data | | | ||||
| Details | Can change email details | ||||||
| Details | Can change login password | ||||||
| Employee Timesheets | Can add, edit, delete | ||||||
| Employee | Can access | | |||||
| Employee | Can access another employee's files | | |||||
| Employee | Can access pay rate | | |||||
| Employee | Can change data | | |||||
| Employee | Can departments | | |||||
| Employee | Can change email details | | |||||
| Employee | Can entitlements | | |||||
| Employee | Can login password | | |||||
| Employee | Can pay rate | | |||||
| Employee | Can delete another employee | | |||||
| Employee | Can terminate another employee | | |||||
| Leave - Request Leave | can access | | | | |||
| Leave | Can book hourly | ||||||
| Payslips | Can access | | | | |||
| Payslips | Can change period | | |||||
| Roster - Request Shift | Can access | | | | |||
| Roster | Can access | | | | |||
| Roster | Can change period | | | | |||
| Roster | Can email rosters and payslips | | | | |||
| Roster | Can view actual times | | | ||||
| Roster | Can view annual leave only | ||||||
| Roster | Can view leave | | | ||||
| Roster | Can view status | | |||||
| Unavailable - Request Unavailable | Can access | | | ||||
| Unavailable | Can access | | | | |||
| Can access | | | | | ||