What are User Permissions?

User Permissions are a way for company owners to manage who gets to see specific information in your account. There are several types of user permissions you can assign in Nowsta:

  1. Owner
  2. Coordinator
  3. Coordinator - Hide Rates
  4. View Only
  5. View Only - Hide Rates
  6. Tablet Manager

How can you assign User Permissions?

New Employee
If you have not created a Nowsta profile for the employee, go to the Workers page and click the Add Worker button to set them up with an account. 

You will be able to select User Permissions at the bottom of the profile page. Once you have added them you will need to invite them by selecting save and invite in the top right corner.

Existing Employee
If you would like to update the permissions for an existing employee, go to the User Permissions page: click on the desired permission level to the right of the worker’s name

User Permission Types

Typically most hourly staff will not need to be assigned any user permissions. If someone is an employee without management access, their User Permission level will be all grey by default. You do not need to do anything else to activate an employee.

With managers, you can use the following definitions as a guide to set up employees that will need administrative ability within the Nowsta platform.

1. Owners (Full Access)

Owners receive full access to the system, which means they have the ability to schedule, track times, and generate any report. Owners are usually major stakeholders in the Nowsta implementation process, such as the owner(s) of the company, schedulers, operations managers, and payroll managers.

They have the ability to:

  • Assign and update user permissions
  • Edit Scheduling pages
  • Edit Time & Attendance pages
  • Edit System Input pages
  • Edit Settings pages

Run all the following reports:

  • Payroll CSV Payroll Integration
  • Time & Attendance
  • Event Overview
  • Event Costing
  • Staff Performance
  • Staff Response Stats
  • Conflicts

If someone is an Owner, their User Permission level will be highlighted in Purple.

2. Coordinator (Almost Full Access)

Coordinators receive almost full access to the system, which means they have the ability to schedule, track times, and generate any report, but they cannot create Owners or other Coordinators. 

Coordinators are may be major stakeholders in the Nowsta implementation process, but require some oversight or should not have the ability to create other managers. This may be a scheduler, operations manager, or payroll manager.

They have the ability to:

  • Edit Scheduling pages
  • Edit Time & Attendance pages
  • Edit System Input pages
  • Edit Settings pages

Run all the following reports:

  • Payroll CSV Payroll Integration
  • Time & Attendance
  • Event Overview
  • Event Costing
  • Staff Performance
  • Staff Response Stats
  • Conflicts

They can not:

  • Assign user permissions

If someone is a Coordinator, their User Permission level will be highlighted in Green.

3. Coordinator - Hide Rates (Almost Full Access/Cannot See Rates)

Coordinator - Hide Rates have the same level of access as Coordinators, except every instance of pay rates and dollar amounts are removed in their accounts. They cannot create Owners or other Coordinators. 

Coordinators with hidden rates may be major stakeholders in the Nowsta implementation process, but should not have the ability to create other managers or see sensitive pay rate information. This may be a scheduler in a different department or a scheduler who is not involved in the payroll process.

They have the ability to:

  • Edit Scheduling pages
  • Edit Time & Attendance pages, but cannot view or edit pay rates
  • Edit System Input pages, but cannot view or edit pay rates
  • Edit Settings pages

Run all the following reports:

  • Time & Attendance (without pay rates)
  • Event Overview
  • Staff Performance
  • Staff Response Stats
  • Conflicts

They can not:

  • View or edit pay rates
  • Assign user permissions

If someone is a Coordinator - Hide Rates, their User Permission level will be highlighted in Blue.

4. View Only

View Only Coordinators have the same level of access as Coordinators. They cannot create Owners or Coordinators nor edit any of the pages. 

View Only Coordinators typically are sales team members who should have the ability to see events and pay rates for budgeting and costing purposes. They sometimes are payroll managers who do not handle editing employee punches, but need to generate payroll files in Nowsta.

They have the ability to:

  • View Scheduling pages
  • View Time & Attendance pages
  • View System Input pages
  • View Settings pages

Run all the following reports:

  • Payroll CSV Payroll Integration
  • Time & Attendance
  • Event Overview
  • Event Costing
  • Staff Performance
  • Staff Response Stats
  • Conflicts

They can not:

  • Edit any page
  • Edit pay rates
  • Assign user permissions

If someone is a View Only Coordinator, their User Permission level will be highlighted in Copper.

5. View Only - Hide Rates

View Only - Hide Rates Coordinators have the same level of access as Coordinators, but cannot see any pay rates and dollar amounts in Nowsta. They also cannot create Owners or Coordinators nor edit any of the pages. 

View Only - Hide Rates Coordinators typically are assistant staffing managers, staffing coordinators, or junior sales team members who want to track which employees are working their events. 

They have the ability to:

  • View Scheduling pages, but cannot view or edit pay rates
  • View Time & Attendance pages, but cannot view or edit pay rates
  • View System Input pages, but cannot view or edit pay rates
  • View Settings pages

Run all the following reports:

  • Time & Attendance (without pay rates)
  • Event Overview
  • Staff Performance
  • Staff Response Stats
  • Conflicts

They can not:

  • Edit any page
  • View or edit pay rates
  • Assign user permissions

If someone is a View Only - Hide Rates Coordinator, their User Permission level will be highlighted in Pink.

6. Tablet Manager

This permission level can be assigned in conjunction with the user permissions listed above. Giving someone Tablet Manager access allows that person to create a Tablet Timeclock station. 

Tablet Managers are usually managers in the office, but occasionally, a supervisor may be working in the field with a tablet, so here's quick instructions on how to set this up.

1. Give the manager Tablet Manager permissions
If someone is a Tablet Manager, their User Permission level will be highlighted in Dark Blue.

2. Open the Nowsta Timeclock App
If the manager does not have the app, they can go to the App Store (iOS) or Google Play Store (AndroidOS) to find the "Nowsta Timeclock" app.

3. Sign in using the manager's email and password
If the manager does not remember their account information, please have them click on the Forgot your password? link in the Nowsta Timeclock app.

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