How to create a role of your own#
For: Admin You’ll need: A plan that includes custom roles — Plus or Pro — and permission to add roles.
You’ll copy one of the built-in roles, give it your own name, and tick exactly what it may do. Use it when a group of people needs more than ‘Employee’ but less than ‘Manager’ — a shift lead who publishes the schedule but never touches leave, a payroll clerk who only reads reports.
Open the form#
In the sidebar, go to Company → Roles.
Click ‘Create’ in the top-right. (On an empty list the button reads ‘Create role’.)
Name it#
In the ‘Name’ field, enter what your company calls this role — for example
Shift Lead. The name has to be unique in your company.(Optional) In the ‘Description’ field, write one line on who the role is for. Only your team sees it.
Choose what it starts from#
Under ‘Based on’, pick a ‘Role’. The new role starts with that role’s permissions, and inherits its ‘Data scope’ — shown right underneath, read-only, because it can’t be changed later.
The list only offers roles at or below your own authority, and never ‘Owner’ or ‘Kiosk’.
Tip
Pick the base role by the data it needs, not by the actions. A role based on ‘Manager’ sees the locations its holder is assigned to; a role based on ‘Employee’ only ever sees that person’s own records. Changing your mind later means creating a new role — so get this one right first.
Switching the ‘Role’ re-ticks the permission matrix below to that role’s defaults, so change it before you start ticking boxes.
Tick what it may do#
Under ‘Permissions’, each section is one kind of record and shows a ticked/total badge. Open a section to see its actions — usually ‘View’, ‘Create’, ‘Edit’ and ‘Delete’, plus named actions such as approving hours or publishing a schedule.
Open a section and tick the actions the role should have.
Use ‘Select all in this section’ to tick a whole section at once.
Untick anything the base role granted that this role shouldn’t have.
These rules apply while you tick:
You can’t grant a permission you don’t hold yourself — its checkbox is grayed out.
Location access and the kiosk-terminal permissions aren’t in the matrix at all. They come with the data scope — see How roles decide what someone can do. A few records Shiftavo maintains by itself, such as demand requirements, aren’t in it either.
‘Change own or in-scope time entries’ brings ‘Confirm own (or on-behalf) worked hours’ with it when you save. Saving corrected hours confirms them, so a role that may correct hours has to be able to confirm them too.
‘Create’ under ‘People’ or ‘Roles’ brings ‘View’ in the same section with it, because saving a new record opens its page. If you don’t hold that ‘View’ yourself, saving is refused: ‘Creation also requires permission to view the saved record.’
A role based on ‘Employee’ can’t carry ‘Review and award shift offers’, ‘Approve and unapprove time entries’, or ‘Create’ under ‘Kiosk devices’. Saving is refused: ‘Review, payroll approval, and kiosk administration require a management role.’
Save#
Click ‘Save’. You’re returned to the Roles list with a confirmation.
Verify it worked#
The new role appears in the list with no ‘Built-in’ badge, the base role in ‘Based on’, and 0 in the ‘People’ column. Assign it to someone from their profile — see Edit a person.