To access the roles settings you need to be an administrator.
Click on the settings in the left navigation menu and select Roles.
If you have a newly created company, you will have 4 roles already created by default. These roles are ALL STAFF, UNASSIGNED, Manager and Employee.
Filter
You can use the filter bar to refine your search for specific roles or users associated to roles. To use the filter bar, click in it and enter keyword/s into the field and then press the enter button on your keyboard.
Create new Role
You can create new roles by clicking on the green Add Role button. Fill in the details for the role and click Add Role to capture the details. The newly added role will be added to the role list.
Role details include:
Role title
Role
Responsibility
Role family
Service role
Parent roles (Role only)
Cost per hour
Display colour
Edit existing Role
To edit an individual role's details, click on the Role name to open the details screen. Update the relevant details and then click Update Role.
External references (Xref) have been added to the user table to help control updates made through an import.
Access the Change Log
To access the change Log, click on the Role name to open the details screen. Change the tab to the change log tab. The change log will look like the screenshot below.
Delete a Role
You can delete a role, or multiple roles, from the list by selecting the roles and clicking on the Delete button.
If a role is associated to an activity or attachment, it cannot be deleted. It needs to be removed from the item that it's associated with in order to be able to delete the role.
A role that is associated with a role family can be deleted as long as the role family isn't used anywhere.
Bulk Changes
You can make bulk changes to roles too. Select the roles you want to make bulk changes to and select from the Bulk Changes drop down what you would like to change for all selected roles. You can make the following bulk changes:
Associate users with role
Select role/s you want to associate users to
Click on the Bulk Change button
Select the associate users with role option
Search for and select the users you want to associate to the selected role/s
Click on the green Update Role Users button
Associate roles with role family
Select the role families you want to associate roles to
Click on the Bulk Change button
Select the associate roles with role families option
Search for and select the roles you want to associate to the selected role families
Click on the green Update Role Family Roles button