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

  1. Go to Setup > Security Roles.
  2. 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






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 templates






Can change year






Can load templates






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