---
title: "Configure Security Groups and Privileges"
slug: "configure-security-groups-and-privileges"
description: "Set up and manage security groups effectively to control user access and permissions. Learn how to add, edit, and restrict access by location."
updated: 2026-01-23T17:06:33Z
published: 2026-01-23T17:06:33Z
canonical: "help.workeasysoftware.com/configure-security-groups-and-privileges"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.workeasysoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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:

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

> [!WARNING]
> In WorkEasy Software, Manager Assignments and Security Groups are separate. Manager Assignments determine who gets notified or sees certain items. Security Groups determine what actions a user can take.
> 
> 
> 
> Receiving a notification does not grant permission to act. For example, a Supervisor may be notified about a team member’s time off request, but only a Manager with the correct security privileges can approve or deny it.

## Create or edit a security group

1. Go to **User Access > Security groups** and click **Add**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(1002).png?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A06Z&se=2026-11-01T15%3A10%3A06Z&sr=c&sp=r&sig=OvqidQj2gTDbXnQqsS5NQ7x7yyRef9r2TlKDNkdQKew%3D)
2. Name the group.
3. Click **Privileges** and select the permissions this group needs. Use the **Privileges by module** below to decide what to choose for other groups.
4. 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.
5. Click **OK**, then click **Save**. Refresh the page.
6. To modify an existing group, select it, click **Edit**, adjust **Privileges** or **Groups**.
7. Click **Ok**, then **Save**. ![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(1005).png?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A06Z&se=2026-11-01T15%3A10%3A06Z&sr=c&sp=r&sig=OvqidQj2gTDbXnQqsS5NQ7x7yyRef9r2TlKDNkdQKew%3D)

> [!WARNING]
> **Reminder:** For instructions on adding locations, see [Add locations](https://help.workeasysoftware.com/docs/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. |

![](https://cdn.us.document360.io/88d7ebef-752e-45d9-95e1-ee13bd7279c5/Images/Documentation/image(1004).png?sv=2026-02-06&spr=https&st=2026-11-01T14%3A10%3A06Z&se=2026-11-01T15%3A10%3A06Z&sr=c&sp=r&sig=OvqidQj2gTDbXnQqsS5NQ7x7yyRef9r2TlKDNkdQKew%3D)