What are departments and roles?
A department is a way to keep schedules of, say, different locations or the kitchen and front of house of a restaurant, separated. Each department contains its own set of employees and roles.
A role is a way of indicating what type of work an employee is capable of performing, as well as indicating the type of work a person assigned to a shift will perform. In effect, when you assign a role to an employee, you are indicating that they are capable of performing this type of work.
Assigning employees to departments and roles
You can assign departments and roles to employees from the department drawer.
When you click 'manage departments', the department drawer containing all your departments opens. When you click on a department, you can manage the employees and roles of this department.
Assigning employees to departments
There are two ways to assign an employee to a department: Either by assigning them to a role in that department or by giving them 'view only' access.
Assigning a role to an employee
When you click on a role, you can assign it to employees by clicking on the box next to any employee. Once you are done, simply click 'save' to confirm the changes. The respective employee is immediately assigned to the department.
Assigning view-only access to an employee
When you give an employee view-only access, they will only be able to view the department's schedule. To grant an employee view-only access, follow the same steps as above, but in the 'view access only' section.
Managing the department(s) and role(s) of an individual employee
If you want to edit or view the department(s) and roles of an individual employee, you can easily do this via the team list. Here's how:
You can access the team list at the top right of the screen by clicking on the '👫' icon. In the team list, you can search for the employee in question and click on the person's name. Next, you can click on 'edit profile' at the top right. After doing this, you will notice 'roles' listed. When you click on this, you can manage the department(s) and role(s) they have access to.
FAQ
Is it possible to assign multiple roles to an employee?
Yes, you can assign an employee as many roles as you like by repeating the process of 'Assigning a role to an employee.'Can the same role be used in different departments?
Yes, but it’s important to understand that they are practically two different roles with the same name. This means that if an employee needs to be assigned the same role across multiple departments, you need to assign them the role in both departments.Is it possible to assign employees to multiple departments?
Yes, you can assign an employee to multiple departments by giving them a role or 'view-only access' in the desired departments.Can I link departments?
No, it is not possible to link departments directly. However, it is easy to move employees from one department to another or assign employees to multiple departments.What are primary employees?
By marking an employee as primary in a department, you indicate that this is their primary workplace. Additionally, primary employees are included in Workfeed’s automatic scheduling feature.What are secondary employees?
When you assign an employee to multiple departments, the other departments, besides their primary one, will indicate that these are their occasional workplaces. Secondary employees will therefore be at the bottom of the list when selecting employees for a shift.