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Setting up Roles

Learn how to create, assign, delete/rename Roles!

Written by StaffAny

Contents of this article is applicable to the following users

Tier: ESSENTIAL, GROWTH, SCALE

Platform: Web

Access Level: Owner & Manager

A ‘role is the specific position or job title a staff member holds (e.g. Cashier, Chef, Waiter). Roles are not the same as Access Levels (Employee, Supervisor, Manager, Owner) — those control permissions in the app. Roles are purely job title labels used to organise and visualise your manpower on the schedule.

By default, the system will allocate all staff to the ‘Staff’ role.

This guide will cover the following:

  1. Create new role

  2. Managing roles

    1. Rename a role

    2. Tag/Assign roles to your staff

    3. Untag role

  3. Using roles with shift templates

  4. FAQ

Create a new role

Roles are managed from the Settings page.

  1. Go to Settings > Team Management > Roles

  2. Click Create Role.

  3. Enter the role name (e.g. Cashier, Kitchen Staff) and click Confirm.

    1. Each role name must be unique — an error will appear if the name already exists.

The new role appears in the Roles table and can immediately be assigned to staff or used in the schedule.

Managing Roles

Rename a role

  1. Go to Settings > Team Management > Roles

  2. Find the role in the table and click Edit.

  3. Update the role name in the modal and click Save.

    1. Each role name must be unique — an error will appear if the name already exists.

Merging roles

Contact us via the in-app help chat. Let us know which role to keep — all associated timesheet records from the old role will be merged into the new one.

Deleting roles

Role deletion is not currently available in the user interface. Contact us via the in-app help chat to request a deletion. Warning: deleting a role permanently removes all shifts and clocked timesheet records associated with it — this cannot be undone.

Tag/Assign roles to your staff

You can also tag existing roles to your staff. To do that, click ‘Roles’> select the existing role you want to add to your staff > Save your changes.

Untag roles

You can untag the roles that have been allocated to your staff. Click on roles > select the ‘X’ button next to your staff> Click save when done.

Using roles with shift templates

You can specify the roles needed for shifts.

  1. Go to Schedule tab.

  2. Create a new shift

  3. Enter the shift timing required and select the ‘Create new shift’ button.

  4. Select the role you want to assign to the shift

  5. Click on ‘Create’ when done.

FAQ

Q: What is the difference between Roles and Access Levels?

Roles are job title labels (e.g. Cashier, Chef, Waiter) used to organise staffing on the schedule. Access Levels (Employee, Supervisor, Manager, Owner) control what a user can see and do in StaffAny. They are separate settings configured in different parts of the system.

Q: What happens if staff does not have a role assigned?

Staff without an assigned role will not appear on the schedule page. This is useful if you have managers who schedules, but do not work any shifts - this declutters/simplifies the schedule page.

Staff w/o roles can clock in and out in sections that use Flexi scheduling method. When clocking in, they will be prompted to select a role

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