Skip to main content

Setting up Roles

Create, assign, and validate job roles without changing access permissions.

Written by StaffAny

The contents of this article are applicable to the following users:

Product: Schedule
​Platform: Web
​Access Level: Owner

Understand roles and access scope

Roles are job titles, such as Cashier, Chef, or Waiter. They help you organise staffing and choose the required role when you create a shift. A role does not grant access to StaffAny features.

Access Levels are separate from roles and control a user's baseline access in StaffAny: Employee, Supervisor, Manager, or Owner. Permission Groups are also separate from roles and can further define which staff, sections, or teams a user can view or manage.

Use the Roles table to review the available role names and the Applicable Staff count for each role.

Create a role

To create a role:

  1. Go to Settings > Team Management > Roles.
    ​

  2. Click Create Role.
    ​

  3. Enter the role name in Name, then click Create.
    ​

Role names must be unique within your organisation. If the name already exists, choose a different name.

Assign and validate a role

To assign an existing role to a staff member:

  1. Open the representative staff member's profile and edit Work Information.
    ​

  2. In Roles, select one or more existing roles. You can also type a new role name to create it.
    ​

  3. Save the staff member's changes.

  4. Reopen the staff member's Work Information and confirm the selected role is listed in Roles.

This check confirms the job role assignment. It does not validate app permissions.

To validate access scope separately from the role assignment, test with a representative user after configuring their Access Level and, where used, Permission Groups. Confirm the role, staff, sections, teams, and actions shown to that user match the intended configuration.

Use roles with shift templates

When you create a shift or shift template, select the role required for that shift. This lets you plan staffing by job role.

FAQ

Q: Do roles change what a user can see or do in StaffAny?

A: No. Roles are job-title and scheduling labels. Use Access Levels and Permission Groups to control app access and scope.

Q: Can one staff member have more than one role?

A: Yes. The Roles field supports selecting more than one role for a staff member.

Q: How do I rename a role?

A: Go to Settings > Team Management > Roles, click Edit beside the role, update its name, and save the change. The new name must be unique.

Related article: Permission Groups

Did this answer your question?