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Users and Roles

Invite somebody into Worklink, give them a role, and restrict an administrator to the offices they actually run.

An employee record says somebody works here. A user says somebody can sign in. This screen is the second of those, split into Users, who has access, and Roles, what access means.

The Users tab, headed Users above the line Invite teammates and manage their roles and access, with a blue Invite User button at the right. A Search users box sits below it, above a table with columns User, Roles, Status and Actions. One row reads Eleanor Whitfield, admin@ironvale.com, a Platform Admin role chip, and a green Active status.
One row per person who can open Worklink, with the role they hold.

Invite somebody

  1. Go to Worklink Settings > Users & Roles, then open the Users tab.

  2. Select Invite User to open Invite Team Member.

    The Invite Team Member dialog. First Name and Last Name sit side by side, then Email marked required, a Role picker set to Employee, a Work Location picker reading No location (company default), and a Manages Locations picker reading All locations (no restriction) above the note Restricts an admin to only these offices. Leave empty for access to all locations. Cancel and a blue Send Invite button sit at the foot.

  3. Enter their Email. It is the only required field, and it is where the invitation goes.

  4. Add a First Name and Last Name, then choose a Role.

  5. Set a Work Location if they belong to one office, or leave it on No location (company default).

  6. Select Send Invite.

Manages Locations, and why it is separate

Work Location is where somebody works. Manages Locations, just below it, is which offices they administer, and it appears on the invitation and on Change Role alike.

Left emptythe default
No restriction. An administrator with this set sees and manages every office.
One or more officesa restriction
Narrows an administrator to those offices only. Use it for a regional HR manager who should not be editing another region's people.

What a role is, and what it covers

The Roles tab, headed Roles above the line Define roles and the permissions granted to users assigned to them, with a blue Role button at the right. A table with columns Role, Scope, Description and Actions lists Employee (System, Worklink, self-service clock in and out, 19 permissions), HR Admin (Admin, System, Worklink, full access to all attendance modules, 97 permissions), HR Manager (System, Worklink, 34 permissions), Platform Admin (Admin, System, Platform-wide, full administrative access) and Team Lead (System, Worklink, 12 permissions).
The Scope column is the one to read: Worklink roles govern this app, a platform-wide role governs everything.

Adding one opens New Role, which asks for a Role Name, a Description of what the role can do, and then the permissions themselves, granted per module rather than as a single switch. Back to Roles returns to the list.

Changing somebody later

The row menu on the Users tab holds one action, Change Role. It swaps the role and, where the user has an employee profile, adjusts the offices they manage at the same time. A role's own menu, on the Roles tab, offers Edit and Delete.

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