Adding a supervisor

A supervisor runs crews in the field: they build schedules, approve timesheets, follow their sites. They touch neither payroll, nor settings, nor access management: for that, an administrator is what you create.

Two notions combine and are often confused. The TERRITORY says which clients and projects the person acts on. The PERMISSIONS say what they do there. The two are set separately, and this article follows that order.

Scope

The clients and projects assigned to them

By default

Everything open, to be closed as needed

Never reachable

Payroll, settings, access management

1. 1

   Read the supervisor list

   “Supervisors”, in the Team section. Seven columns, one of which sums up all the rest: “Assignments” says how many clients and projects each person covers.

   The filters at the top sort by status, department and region. As elsewhere in the product, a “Trash” tab keeps what was removed, restorable.

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2. 2

   Supervisor or administrator?

   The record page answers that itself, and the sentence is worth reading before creating anyone.

   A supervisor sees and acts on THEIR territory. An administrator sees the organisation. Giving a crew leader an administrator role to spare them a limit means opening payroll and everyone's access to them.

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   One person can be both

   Nothing prevents the same person from having a supervisor record and an administrator account. They are two distinct roles with two sets of rights: and that is clearer than stretching one to cover the other.

3. 3

   Create the record

   “New supervisor” opens a single-page form. The warning at the top is useful: the payroll fields specific to employees are not there, because they do not apply.

   First name, last name and email are enough to create the record. The rest can be completed later.

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4. 4

   Choose the languages

   Two neighbouring fields that do different jobs. The “correspondence language” is the one for their notices, their documents and their mobile app. Left inherited, it is their account's, otherwise the organisation's.

   The “spoken languages” are declarative: they say which languages the person is comfortable in. They serve to pre-fill parity committee forms, and to know who can greet a client in their own language.

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5. 5

   Open the access

   A username and a password, both optional. Leaving the password empty is the normal case: the person gets an email invitation and picks their own.

   Typing it yourself only makes sense for a shared account or a person with no usable email address.

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6. 6

   Describe the position

   The position and the department are required: they feed the list filters and the report groupings.

   “In post since” dates the start of the role. The region is for sorting and restricts nothing: the territory, at the next step, is what decides the real reach.

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7. 7

   Set the territory

   This section only appears once the record is saved: you create the person first, you give them their territory next.

   Two lists, and one counter-intuitive rule worth knowing: no client ticked means they cover them ALL. Ticking, here, is for restricting: not for authorising.

   Projects are chosen among the active projects of the ticked clients. The consequence is written under the field: removing a client also removes its projects.

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   An empty record grants access to the whole organisation

   Creating a supervisor with nothing ticked opens every client and project to them, within the limits of their permissions. It is not an oversight in the product: it is the setting that suits a small organisation. As soon as there are several crews, tick.

8. 8

   Set the permissions

   Six switches, grouped in four families, all open by default. The principle is written at the head of the section: “Everything is open by default: close what does not concern them.”

   They apply INSIDE the territory, never beyond it. “Manage their clients” gives access only to the clients ticked at the previous step.

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   Permission	What it opens
   Plan schedules	Create, change and publish their crews' shifts: open shifts included.
   Approve timesheets	Approve, reject and correct their crew's hours. It is a write that freezes a pre-payroll calculation.
   See the field map	Who is punched in, where, right now: and the replay of the day just gone.
   Manage their clients	Addresses, notes and documents of the clients in their territory.
   Manage their projects	Project details and geofencing of work sites, on their projects only.
   See rates and budgets	Hourly rates, costs and project budgets. This is the one closed most often.