Configure Security Groups and Privileges

These instructions are for administrators and managers responsible for setting up access in WorkEasy Software.

Security groups control which features users can access and which employees they can see. Each group combines two things:

Privileges: what actions the user can take.
Group scope: who the user can act on, limited by different groups such as Location, Department, and Position.

Create or edit a security group

Go to User Access > Security groups and click Add.
Name the group.
Click Privileges and select the permissions this group needs. Use the Privileges by module below to decide what to choose for other groups.
Click Groups and choose the Locations, Departments, Positions, or other groups that define who the members of this security group can access. Include at least one Location.
Click OK, then click Save. Refresh the page.
To modify an existing group, select it, click Edit, adjust Privileges or Groups.
Click Ok, then Save.

Reminder: For instructions on adding locations, see Add locations.

Privileges by module

Use this section when selecting privileges in the flow above. Expand a module to see available privileges.

My Portal

HR data

Assets: Users can view the list of assets assigned to them.
Benefits: Users can view assigned benefits.
Credentials: Users can view and edit their own clocking PIN number.
Documents: Users can view shared documents and their own employee documents.
Notes: Users can view notes posted on their profile.
Pay rates: Users can view pay rates and amounts across the software.
Profile: Users can view their own employee profile and adjust the personal section if applicable.
Training: Users can view assigned trainings.

Scheduling

Availability: Users can view, edit, or delete their availability.
Co-workers: Users can view co-worker schedules.
Schedules: Users can view their schedules and available open shifts.
Shift preferences: Users can view, edit, or delete their shift preferences.
Team staffing: Users can view team staffing.

Time off requests

Time off requests: Users can manage requests, view balances, and request history.

Timesheets

Timesheets: Users can view their own timesheets.

Reports

HR data

Manage reports: View, add, edit, and delete HR data reports.
View reports: View HR data reports.

Questionnaires

Manage reports: View, add, edit, and delete questionnaire reports.
View reports: View questionnaire reports.

Scheduling

Manage reports: View, add, edit, and delete scheduling reports.
View reports: View scheduling reports.

Time and attendance

Manage reports: View, add, edit, and delete time and attendance reports.
View reports: View time and attendance reports.

Time off

Manage reports: View, add, edit, and delete time off reports.
View reports: View time off reports.

User Access

Manage users: Add, import, or link employee portal and system users, and export system users.
Security groups: Add, edit, or archive security groups.
Tech support verification: Verify and allow technical support access when requested.

Time and Attendance

Attendance exceptions

Attendance exceptions: Access the exceptions feature.

Job costing

Manage jobs: View, add, edit, or delete Jobs, Projects, Clients, and Tasks.
View jobs: View Jobs, Projects, Clients, and Tasks.

Questionnaires

Questionnaires: View, add, edit, and archive questions and questionnaires.

Settings

Pay entities: View, add, edit, and archive pay entities.
Pay periods: View, add, edit, and archive pay periods.
Payables: View, add, edit, and archive payables.
Time codes: View, add, edit, and archive time codes.
Time tracking: Manage Attendance by Schedules, Breaks, Overtime, Punch Restriction, Reporting Hours, Rounding, and Shift Differentials rules.

Timesheets

Hours distribution: View, add, edit, and archive the distribution of hours.
Import time data: Add or update time data.
Manage timesheets: Manage employees’ timesheets, submit for approval, and approve or deny requests up to the pay period deadline.
Timesheet administrator: Manage timesheets and close or reopen pay periods at any time.
View timesheets: View employees’ timesheets.

Who’s in

Who’s in: View the Who’s In snapshot.

Devices

Group clock

Mobile app: Access the Group Clock feature.
Settings: View, add, edit, and archive Group Clock settings.

Devices kiosk

Kiosk: View, add, edit, and archive kiosks, kiosk permissions, and settings.

Devices time clocks

Manage time clocks: View, add, edit, and archive time clocks, permissions, and settings.
Manage selfie enrollment: View, send, or update enrollment invitations.

Scheduling

Open shifts

Convert shifts: Convert shifts into open shifts.
Manage open shifts: View, add, edit, and archive open shifts.

Schedules

Alerts: View, add, edit, and archive schedule alerts.
Cancel shifts: Cancel shifts.
Manage schedules: View, add, edit, and manage employees’ schedules, shift patterns, weekly patterns, shift templates, and team staffing.
Schedule plans: View, add, edit, and archive coworkers, recommendation rules, schedule criteria, and schedule plans.
Shift preferences: View, add, edit, and archive shift preferences and Shift Swap and Drop rules.
View schedules: View employees’ schedules.

Time off

Balances

Adjust balances: Adjust time off balances.
Import balances: Add or update time off balances.
View balances: View employees’ time off balances.

Holidays

Holidays: View, add, edit, and archive holidays.

Policies

Policies: View, add, edit, and archive time off policies.

Requests

Manage requests: View, add, approve, deny, cancel, or delete time off requests or add time off manually.
View requests: View time off requests, upcoming time off, and history.

HR Data Management

Assets

Assign assets: Assign assets to employees and record returns.
Manage assets: View, add, edit, and archive assets, and view assignment history.

Management availability

Availability: View, add, edit, and archive employees’ availability.

Benefits

Assign benefits: Assign benefits to employees.
Manage benefits: View, add, edit, and archive benefits.

Compliance

Compliance: View, add, edit, and archive compliance rules.

Documents

Document center: View, add, edit, and delete folders and files within company documents and templates.
Document request: View, create, and review document requests.
Employee documents: View employee documents from the profile or from the document explorer or request.

Employees

Import employees: Add or update employees.
Manage biometric and clock credentials: Manage PIN, cards, fingerprints, and face credentials.
Manage employees: Add, edit, and archive employees and view reporting structures.
Manage pay rates: Edit employees’ compensation.
View employees: View employees’ personal and employment information.

Platform

Billing and subscription

Billing and subscription: View and manage billing, subscription, and credit cards.

Exports

Exports: Add, edit, or archive exports.

Integrations

Integration name: Configure third-party integration settings.

Settings

Manage groups: Add, edit, or archive Group values and Custom Fields values.
Manage organizational structures and workflows: Add, edit, or archive Group structure, Management levels, Workflows, and Recommendation rules.
Manage platform configurations: Configure or enable platform configurations and view QuickPay logs.
Manage system configuration: Manage Company information, Email templates, Name format, Tags, Time and language, Geofences, Recommendation assistant, and Recommendation periods.

Role templates

Use these role sets as starting points, then fine-tune privileges and scope to match your organization’s policies.

Role	Key privileges	Scope
Employee	HR data → Assets, Benefits, Credentials, Documents, Notes, Pay rates, Profile, Training Scheduling → View schedules Timesheets → View timesheets Time off requests → Request time off	Employee’s own record only
Manager	HR data → View employees Scheduling → Manage schedules Time off requests → Manage requests Timesheets → Manage timesheets Reports → View reports	Limited by Location and Department
Supervisor	All Manager privileges, plus: Time and attendance → Job costing view Devices → Kiosk (if needed)	Limited by Location and Team
Administrator	Full access, including: User Access → Manage users, Security groups Platform → Billing and subscription, Exports, Integrations, Settings Plus all other modules as required	Company-wide

Common security group setups

Use these quick-start examples if you need a ready-made recipe. Expand a section to see the recommended privileges and scope. Adjust as needed for your organization’s policies.

General examples

Store manager

HR data → View employees
Scheduling → Manage schedules
Time off requests → Manage requests
Timesheets → Manage timesheets
Reports → View reports
Scope: Location = store location(s), Department = store department(s)

Payroll specialist (view only)

Timesheets → View timesheets
Reports → View reports
Scope: Company-wide or limited to payroll departments

Payroll administrator (full timesheet control)

Timesheets → Manage timesheets
Time and attendance → Attendance exceptions
Reports → View reports
Scope: Company-wide or limited by Location/Department

Operations team

Devices → Manage time clocks, Kiosk
Time and attendance → Manage timesheets, Attendance exceptions
Scheduling → Manage schedules
HR data → View employees
Scope: Location = work sites they support

IT administrator

User Access → Manage users, Security groups
Platform → Billing and subscription, Exports, Integrations, Settings
Scope: Company-wide

Hospitality

Front desk manager
- HR data → View employees
- Scheduling → Manage schedules
- Time off requests → Manage requests
- Timesheets → Manage timesheets
- Reports → View reports
- Scope: Location = hotel property, Department = front desk
Housekeeping supervisor
- Scheduling → Manage schedules
- Timesheets → Manage timesheets
- Reports → View reports
- Devices → Kiosk (if managing clocking devices)
- Scope: Location = hotel property, Department = housekeeping

Healthcare

Charge nurse
- HR data → View employees
- Scheduling → Manage schedules
- Time off requests → Manage requests
- Timesheets → Manage timesheets
- Reports → View reports
- Scope: Location = facility or clinic, Department = nursing unit
Payroll and compliance officer
- Timesheets → View timesheets, Manage timesheets
- Time and attendance → Attendance exceptions
- Reports → View reports
- HR data → View employees
- Scope: Company-wide or facility group

Construction

Project site supervisor
- HR data → View employees
- Scheduling → Manage schedules
- Timesheets → Manage timesheets
- Time and attendance → Attendance exceptions
- Reports → View reports
- Devices → Manage time clocks, Kiosk
- Scope: Location = job site, Team = assigned crew
Operations coordinator
- Scheduling → Manage schedules
- HR data → View employees
- Timesheets → Manage timesheets
- Reports → View reports
- Scope: Multiple job sites or departments

Use case

Use this example as a starting point for an Operations team that manages time clocks, schedules, and timesheets. Adjust based on your policies and scope the group by Location to avoid broad access.

Module	Privilege	Description	Why operations needs it
Devices	Manage time clocks	View, add, edit, and archive time clocks, permissions, and settings.	Maintain location time clocks.
	Kiosk	View, add, edit, and archive kiosks and their permissions.	Keep kiosks functional for employee clocking.
Time and attendance	Manage timesheets, which automatically selects View timesheets also	Manage, submit, and approve timesheets up to the pay period deadline.	Ensure timesheets are accurate for payroll processing.
	Attendance exceptions	Access the exceptions feature.	Resolve punch errors and attendance discrepancies.
Scheduling	Manage schedules, which automatically selects Alerts and View schedules also	View, add, edit, and manage schedules, patterns, and templates.	Create and maintain employee work schedules.
HR data management	View employees	View employees’ personal and employment information.	Confirm correct employee assignments.