Each person has one role in each Kelomo organisation. The role provides a default set of permissions, which can be extended with individual permissions. Organisation settings, enabled features and licences also affect what a person can do.
Choose a role to match the person’s responsibilities
| Role | Typical responsibilities |
|---|---|
| Employee | Recording their own working time and managing their own details. |
| Supervisor | Reviewing and approving the team’s working time and planning work. |
| Payroll clerk | Checking and exporting payroll data and managing invoicing. |
| HR lead | Managing personnel records, onboarding, recruitment and skills. |
| Administrator | Managing organisation settings, users and permissions. |
These are the roles’ starting points, not a complete list of permissions. For example, organisation settings can limit supervisors’ access to projects, sales and field service.
Choose a role when adding a person. You can change it later in their details. Only assign the Admin role to people who need broad administrative access.
Permissions, licences and access to data are different
- Permissions allow a person to perform tasks such as planning shifts, managing projects or handling invoices. You can grant permissions without changing the person’s role.
- Licences and enabled features determine whether a feature is available to the person. A licence alone does not give access to other people’s data.
- Data access limits determine whose records or which units a person can work with. Their team, HR unit restrictions and project permissions can limit what they see.
Settings is not reserved for admins. A supervisor may have access to settings for the work they are responsible for. Access to one settings page does not give access to them all.
See Licences, subscription and features for more about licences.
Which roles HR can change
HR can add and edit employees and supervisors within their personnel management permissions. HR cannot edit Administrator, Payroll clerk or HR lead accounts or assign those roles. Ask an administrator to make these changes.
Approving your own working time
Supervisors cannot approve their own workdays, including when acting as a substitute. Arrange for someone else to approve your working time. Admins can approve their own days as an exception; the approval is recorded in the log.
The Payroll clerk role does not itself grant permission to approve working time. Checking payroll data and approving workdays are separate responsibilities.
Appointing a substitute
Supervisors can appoint a substitute for a set period. Admins can also do this on someone else’s behalf. The substitute can handle the absent supervisor’s team’s working time during that period. If the substitute appoints a substitute of their own, access to the original supervisor’s team does not pass on automatically.
See Appoint a substitute.
If a page or someone’s details are missing
First check that you are in the right organisation and that the feature is enabled. Then check the person’s licence, permissions and data access limits.
If someone is missing from a supervisor’s team, check their assigned supervisor and any substitution. If a particular setting is missing, check the permission it requires before changing the person’s role.
See Why can’t I see a page or feature? for more checks.