Rotageek permissions explained

Rotageek permissions control what a person can see, do and manage in the platform.

For most customers, permissions are used to decide:

which pages a person can open
which actions they can take
which settings they can change
which data they can view

Roles, user types and permissions

In Rotageek, positions and permissions work together.

At a high level:

Admin users usually have full platform access. In practice, Admins are not normally limited by permissions in the same way Supervisors and Users are.
Supervisor users are the main group affected by permissions. Their permissions decide which management tools they can access, such as Scheduler, People, Leave Admin, Timesheets and Reports.
User users are also permission-led, but their access is usually focused on self-service features such as viewing schedules, requesting leave, checking timesheets and updating availability.

This is why permissions matter most when you are setting up Supervisor and User access. In most cases, the recommended approach is to manage access through permission templates first, and then use individual user permissions only where a specific exception is needed.

Permission templates

Permission templates set the standard access for a position or role group.

These are usually the best place to review and design access at scale, because they show the intended permissions for a role rather than the exact access for one individual. For most customers, this should be the main way permissions are managed.

End-user Features template permissions

These permissions usually control self-service access for employees.

Leave & Availability

Permission	What it usually does	Possible wider impact
Leave	Allows users to request leave through Rotageek.	Leave becomes part of the employee’s normal workflow in Rotageek.
View own leave balance	Lets users see their own remaining leave balance.	Reduces reliance on managers for balance checks.
Add/Edit Leave Reason	Lets users choose or maintain leave reasons where setup allows it.	Can affect reporting and how leave is categorised.
Swaps	Allows users to request or manage shift swaps, depending on setup.	Can increase manager approvals and schedule movement.
Request Drops	Allows users to request to drop a shift.	Can create extra approval activity and rota changes.
Availability	Allows users to submit or update their availability.	Availability can feed into scheduling decisions.

Mobile app

Permission	What it usually does	Possible wider impact
View own Timesheets	Lets users see their own timesheet records.	Gives users more visibility of worked time and exceptions.
Team View	Lets users see who they are working with, where enabled.	Makes rota visibility broader within the team.
Complete wellness check-ins	Allows users to complete any enabled wellness or check-in flows.	Adds another employee action into the daily workflow.
Can receive gaps/available shifts	Allows users to receive open shift opportunities.	Broadens the pool of people who can respond to open shifts.

Account

Permission	What it usually does	Possible wider impact
Can change their password	Allows users to manage their own password where password control sits in Rotageek.	Reduces admin involvement in account access.

Management Features template permissions

These permissions usually apply to Supervisors or other manager-level roles.

Scheduling

Permission	What it usually does	Possible wider impact
Scheduler	Gives access to the Scheduler.	Opens the main rota planning area.
Approve	Allows approval actions within Scheduler.	Can affect the status of schedules and related workflows.
View staff pay information	Lets users see pay-related information on the Scheduler.	Expands access to pay-sensitive information.
View budget information	Lets users see budget data within scheduling.	Makes budget visibility part of rota planning.
View intra-day demand graph	Lets users see intra-day demand data on Scheduler.	Supports more detailed staffing decisions during the day.
Send gaps/available shifts	Allows managers to send open shifts out to employees.	Can change how unfilled shifts are covered.
Autoscheduler 2.0	Allows access to the newer autoscheduler function.	Can significantly change how schedules are created.
Scheduler read only	Lets a user open Scheduler without full edit access.	Useful for visibility without giving planning control.
Shifts	Allows shift-level editing or maintenance.	Can directly change the rota.
Manage Shift Patterns	Allows users to manage shift patterns.	Pattern changes can affect future schedules at scale.
Day Notes	Allows access to day notes on the Scheduler.	Shared planning notes become visible and manageable.
View cost of user's schedule	Lets users see schedule cost information.	Exposes labour cost data that may be commercially sensitive.

Leave

Permission	What it usually does	Possible wider impact
Leave Calendar	Allows users to view the leave calendar.	Gives broader visibility of team leave.
Leave Admin	Allows users to manage leave requests and related leave actions.	Puts leave control into that user’s hands for the relevant team or scope.
Approve own leave	Supports leave approval in setups that use this option.	Approval rules can change depending on the company’s process.

Swaps & Drops

Permission	What it usually does	Possible wider impact
Swaps & Drops Admin	Allows admin control over swaps and drop requests.	Adds oversight and intervention capability for rota changes.

Timesheets & Payroll

Permission	What it usually does	Possible wider impact
Timesheets	Gives access to the Timesheets area.	Opens payroll-related and worked-time processes.
Can review & sign off	Allows users to review and sign off timesheets.	Sign-off can affect payroll readiness and process ownership.
Amend timesheets	Allows users to edit timesheet records.	Can change worked-time data after the fact.
Allows access to the Time & Attendance Dashboard	Gives access to dashboard views for time and attendance.	Adds visibility into attendance, worked time and exceptions.

Demand & Budgets

Permission	What it usually does	Possible wider impact
Staffing Levels	Allows access to staffing level controls.	Can affect scheduling planning and demand alignment.
View Labour Model	Allows users to view labour model details.	Opens visibility of workforce-planning logic.

Reporting & Other

Permission	What it usually does	Possible wider impact
Reports	Gives access to report outputs.	Reporting access can expose sensitive business or employee data.
Send messages	Allows users to send messages through Rotageek where messaging is enabled.	Expands communication capability within the platform.
Named reports such as contracted vs worked hours, absence reports or holiday reports	Gives access to specific reports configured in that environment.	These report names may be customer-specific, so access should be reviewed carefully.

People

Permission	What it usually does	Possible wider impact
People	Gives access to the People area.	Opens the main user-management space.
Individual users payroll ID	Allows viewing or editing payroll IDs, depending on setup.	Payroll integrations and payroll matching can be affected.
Individual Primary Location	Allows changes to a user’s main location.	Can affect where they appear operationally and who manages them.
Individual users end date	Allows updates to the end date on a profile.	Can affect active status and planning visibility.
Edit contract type	Allows users to change contract type values.	Can be high impact where contract type affects payroll or integrations.
Individual users core details and add users	Allows editing of core profile details and creation of users.	This is a high-impact permission and should usually be tightly controlled.
Edit Visa Type On Profile	Allows editing of visa-related profile information.	May affect compliance-related records.
Individual users contact details	Allows editing of contact information.	Changes employee profile data used for communication and login support.
Individual Other Locations	Allows changes to secondary or additional locations.	Can widen where that person can work or be seen.
Individual user pay rates	Allows editing of pay rates.	Very sensitive where pay and payroll outputs are involved.
Edit term times	Allows editing of term-time settings where used.	Can affect scheduling and employment setup for relevant users.
Edit Visa Types	Allows editing of visa-type setup.	May affect compliance-related records.
View Visa Type On Profile	Allows visibility of visa-related profile information.	Extends access to sensitive employee information.
Set default password for individual users	Allows an admin-level user to set passwords for users directly.	Gives strong account-access control and should be used carefully.
View and upload documents	Allows access to documents on user profiles.	Can expose or change employee file content.

Configuration & Admin template permissions

These permissions usually affect setup used across the whole company, not just one person or one rota.

Admin Console

Permission	What it usually does	Possible wider impact
Locations	Allows access to location setup.	Location changes can affect scheduling structure and reporting.
Manage location settings	Allows editing of location-level settings.	Can change how a location behaves in the system.
Location Hierarchy	Allows management of the location hierarchy.	Affects structure, reporting and management visibility.
Positions	Gives access to position setup.	Position changes affect permission structure and user setup.
Skills	Allows management of skills.	Skills influence scheduling and assignment logic.
Tasks	Allows access to task setup.	Task changes can affect rota building and reporting.
Can edit company break patterns	Allows maintenance of break pattern rules.	Changes can affect scheduled or expected break behaviour.
Manage company settings	Allows access to wider company-level settings.	This is usually one of the broadest configuration permissions.
Get a list of all locations	Lets the user view the full location list.	Broadens organisational visibility.
Authorise Devices	Allows management of approved devices where device authorisation is used.	Affects device access and security controls.

Payroll & Finance

Permission	What it usually does	Possible wider impact
Payroll Codes	Allows management of payroll code setup.	Payroll outputs can be affected if these are changed.
Payroll admin	Gives broader payroll-level access.	Should usually be restricted to a small trusted group.
Configure Payroll Rules	Allows setup or maintenance of payroll rules.	Can affect pay calculation logic and downstream payroll outputs.
Sync Timesheet Payroll Codes	Allows syncing or applying payroll codes to timesheets.	Affects payroll coding and payroll export readiness.

Demand & Forecasting

Permission	What it usually does	Possible wider impact
View Labour Model Formula	Allows users to view labour model formula details.	Opens visibility of calculation logic used for labour planning.
Edit Labour Model Formula	Allows editing of the labour model formula.	High impact because formula changes can alter planning outputs.

Individual user permissions

Individual user permissions show the access that applies to one specific person.

These are useful when you want to understand exactly what one user can access today. They are best used for exceptions, investigations or one-off access changes rather than as the main way to manage permissions.

Access permissions

Permission	What it usually does	Possible wider impact
Scheduler	Gives the user access to the Scheduler.	Opens the main rota planning area.
Leave Admin	Gives the user leave management access.	Lets them review or manage leave workflows for the relevant team or scope.
Super Admin	Gives very broad admin-level access where this is used.	Usually affects high-level control across the platform.
Reports	Gives access to report outputs.	Reporting access can expose sensitive business or employee data.
Availability	Lets the user access availability features.	Availability can feed into scheduling decisions.
Team View	Lets the user see who they are working with, where enabled.	Makes rota visibility broader within the team.
Time & Attendance Dashboard	Gives access to the Time & Attendance Dashboard.	Adds visibility into attendance, worked time and exceptions.
Swaps & Drops Admin	Gives admin control over swaps and drop requests.	Adds oversight and intervention capability for rota changes.
People Page	Gives access to the People area.	Opens the main user-management space.
Messages	Gives access to messages in Rotageek.	Expands communication capability within the platform.
Timesheets	Gives access to the Timesheets area.	Opens payroll-related and worked-time processes.
Day Notes Admin	Gives access to day note management.	Allows shared planning notes to be managed.
Exception Reporting Admin	Gives access to exception reporting administration.	Supports investigation and management of exception workflows.

View permissions

Permission	What it usually does	Possible wider impact
Budget Information on Scheduler	Lets the user see budget data within scheduling.	Makes budget visibility part of rota planning.
Intra-day Demand Graph on Scheduler	Lets the user see intra-day demand data on Scheduler.	Supports more detailed staffing decisions during the day.
Individual users payroll ID	Lets the user view payroll IDs.	Extends access to payroll-related employee information.
A list of all locations	Lets the user view the full location list.	Broadens organisational visibility.
View cost of User's Schedule	Lets the user see schedule cost information.	Exposes labour cost data that may be commercially sensitive.
User Visa Types	Lets the user view visa-related information.	Extends access to sensitive employee information.
Labour Model Manager	Gives visibility into labour model management features where used.	Broadens access to workforce-planning data.
Payroll Information on Scheduler	Lets the user see payroll-related information on the Scheduler.	Expands access to pay-sensitive information.
View own leave balance	Lets the user see their own leave balance.	Reduces reliance on managers for balance checks.
Scheduler read only	Lets the user open Scheduler without full edit access.	Useful for visibility without giving planning control.
View own Timesheets	Lets the user see their own timesheet records.	Gives the user more visibility of worked time and exceptions.
The leave calendar	Lets the user view the leave calendar.	Gives broader visibility of team leave.
View Labour Model Formula	Lets the user view labour model formula details.	Opens visibility of calculation logic used for labour planning.

Edit permissions

Permission	What it usually does	Possible wider impact
Location's Shifts	Allows editing or control of shifts for a location.	Gives direct operational control over a location’s rota.
Company Positions	Gives access to position setup.	Position changes affect permission structure and user setup.
Location Settings	Allows editing of location-level settings.	Can change how a location behaves in the system.
Individual user pay rates	Allows editing of pay rates.	Very sensitive where pay and payroll outputs are involved.
Add Payroll Codes	Allows management of payroll code setup.	Payroll outputs can be affected if these are changed.
All timesheets data as Payroll Admin	Gives wider payroll-level access to timesheet data.	Broadens access to sensitive payroll-relevant time data.
Individual Primary Location	Allows changes to a user’s main location.	Can affect where they appear operationally and who manages them.
Individual users contact details	Allows editing of contact information.	Changes employee profile data used for communication and login support.
Group Tasks	Allows access to task setup.	Task changes can affect rota building and reporting.
User Visa Types	Allows editing of visa-related information where used in this view.	May affect compliance-related records.
Add/Edit Leave Reason	Allows maintenance of leave reasons.	Can affect reporting and how leave is categorised.
Edit term times	Allows editing of term-time settings where used.	Can affect scheduling and employment setup for relevant users.
Company Locations	Allows access to location setup.	Location changes can affect scheduling structure and reporting.
Company Settings	Allows access to wider company-level settings.	This is usually one of the broadest configuration permissions.
Company Skills	Allows management of skills.	Skills influence scheduling and assignment logic.
Company Break Patterns	Allows maintenance of break pattern rules.	Changes can affect scheduled or expected break behaviour.
Individual users core details and add users	Allows editing of core profile details and creation of users.	This is a high-impact permission and should usually be tightly controlled.
Location Hierarchy	Allows management of the location hierarchy.	Affects structure, reporting and management visibility.
Individual Other Locations	Allows changes to secondary or additional locations.	Can widen where that person can work or be seen.
Individual users end date	Allows updates to the end date on a profile.	Can affect active status and planning visibility.
Visa Types	Allows editing of visa-type setup.	May affect compliance-related records.
Edit Labour Model Formula	Allows editing of the labour model formula.	High impact because formula changes can alter planning outputs.
Edit contract type	Allows users to change contract type values.	Can be high impact where contract type affects payroll or integrations.

Action permissions

Permission	What it usually does	Possible wider impact
Request Swaps	Allows the user to request shift swaps.	Can increase manager approvals and schedule movement.
Change Their Password	Allows the user to manage their own password where password control sits in Rotageek.	Reduces admin involvement in account access.
Set Default Password	Allows an admin-level user to set passwords for users directly.	Gives strong account-access control and should be used carefully.
Run Auto Scheduler 2.0	Allows access to the newer autoscheduler function.	Can significantly change how schedules are created.
Receive available shifts	Allows users to receive open shift opportunities.	Broadens the pool of people who can respond to open shifts.
Manage Shift Patterns	Allows users to manage shift patterns.	Pattern changes can affect future schedules at scale.
Action an Exception Report	Allows users to action items raised in exception reporting.	Moves the user from viewer to resolver.
Request Leave	Allows users to request leave through Rotageek.	Leave starts becoming part of the employee’s normal workflow in Rotageek.
Approve on the Scheduler	Allows approval actions within Scheduler.	Can affect the status of schedules and related workflows.
Send Gaps Notifications on Scheduler	Allows managers to send open shifts out to employees.	Can change how unfilled shifts are covered.
Manage staffing levels	Allows access to staffing level controls.	Can affect scheduling planning and demand alignment.
Review and sign off submitted timesheets	Gives approval rights over submitted timesheets.	Important where approvals are part of payroll governance.
Create an Exception Report	Allows users to generate exception reports.	Supports investigation of issues and variances.
View and upload documents	Allows access to documents on user profiles.	Can expose or change employee file content.
Request Drops	Allows users to request to drop a shift.	Can create extra approval activity and rota changes.
Authorise Devices	Allows management of approved devices where device authorisation is used.	Affects device access and security controls.
Sync Timesheet Payroll Codes	Allows syncing or applying payroll codes to timesheets.	Affects payroll coding and payroll export readiness.
Complete Wellness Check-Ins	Allows users to complete any enabled wellness or check-in flows.	Adds another employee action into the daily workflow.

Admins usually have full access, so permissions are most meaningful when setting up Supervisor and User access.
Permission templates are the recommended way to manage access. They are the best way to keep permissions consistent across similar roles.
Individual user permissions are helpful when one person needs something slightly different, but they should normally be used only where needed.
Some permissions only become useful if the related feature is already in use for your company.
The most sensitive permissions are usually the ones linked to People, Payroll, Company Settings and advanced Scheduler access.

Positions and Permissions