Roles

Roles identify the work performed on a shift. They are useful for roster clarity, timesheet accuracy, and reporting.

System roles vs user roles

• System roles: are configured through your award setup and can affect pay.
• User roles: are created in settings and describe what work was done on a shift.

Create user roles

1. Open Settings > Roles.
2. Click Create.
3. Enter the role name.
4. Choose a colour.
5. Click Done.
6. Repeat as needed, then click Done again to save the full list.

Set roles inactive instead of deleting

Inactive roles stay available for historical reporting and can be reactivated later.

1. Open Settings > Roles.
2. Find the role.
3. Tick Inactive.
4. Click Done.

To reactivate, enable Show Inactive Roles, untick Inactive, then save.

Delete a role

Delete a role only when you are sure it is no longer needed.

1. Open Settings > Roles.
2. Click the delete icon for the role.
3. Confirm and click Done.

If the role was used in open rosters or timesheets, check those shifts and assign a replacement role where required.

Prompt staff to choose a role at clock in

You can prompt staff to select a role during clock in and optionally make that selection mandatory.

Optional role selection

• Staff can choose a role when clocking.
• They can skip selection if no role applies.

Mandatory role selection

• Staff must select a role before clock in is accepted.
• This is useful when role-level tracking is required for payroll exports or reporting.

If you also use departments, see Departments and configure department-role linking from the hub page.

Use roles for job costing

If your payroll platform supports job codes, classes, or tracking categories, you can assign those values to roles.

1. Open Settings > Payroll Connection.
2. In payroll options, set job costing assignment to Roles.
3. Save.
4. Return to Settings > Roles.
5. Enter or select the code for each role.
6. Click Done.

Some payroll platforms allow both department and role mapping at the same time.