Update Employee Profile Assignments (Locations, Departments, and Roles)

Taylor has recently been promoted from Server to a Shift Manager at the Downtown Location. To reflect their new responsibilities, update their employee profile by adjusting the following Location, Department, and Role Assignments: 

• Re-assign Taylor's Location to now work exclusively at the Downtown Location. If Taylor was previously assigned to multiple locations (e.g., both the Downtown and Uptown branches), update their profile to ensure they're only assigned to the Downtown Location. This will limit their visibility and management permissions to that specific branch, allowing them to manage shifts and oversee employees.
• Taylor's Department has changed from "Front of House" to include "Front of House", "Back of House" and "Management". Adjusting their Departments to include all ensures they are also grouped with other managers in the system, giving Taylor access to managerial tasks like approving time-off requests and managing schedules for these teams.
• Re-assign Taylor's Role from "Server" to "Shift Manager". This ensures that their user type permissions align with their new duties, and they'll appear on the schedule as Shift Manager. 
• Apart from their Assignments, Taylor's user type will also need to be updated to Manager to grant them more Account access/permissions.

Employees will only have access to view schedules, notifications, and reports related to their assigned Locations. Follow these steps to adjust or assign an employee to a new Location:

1. Log into the web app as an Admin or Manager with permissions.
2. In the left navigation bar, head to Team > click on the employee's name to open their profile.
3. Click Assignments.
4. Under the Locations column, click on the checkbox to add access to a Location.
5. Or, deselect it from the list to remove it from their access.
6. Click Save to complete these changes.

Assigning employees to multiple departments (FOH, BOH, etc.) allows greater schedule visibility. Follow these steps to adjust or assign an employee to a new Department:

1. Log into the web app as an Admin or Manager with permissions.
2. In the left navigation bar, head to Team > click on the employee's name to open their profile.
3. Click Assignments.
4. Under the Departments column, click on the checkbox to add access to a Department.
5. Or, deselect it from the list to remove it from their access.
6. Click Save to complete these changes.
7. (optional) Choose whether you would like them to Appear on schedule. You can hide a user from appearing on the Schedule, but still give them access to view and edit that Department. Click here to learn more!

Assigning the correct roles ensures employees appear in the appropriate schedule sections and have the correct permissions. Follow these steps to adjust or assign an employee to a new Role:

1. Log into the web app as an Admin or Manager with permissions.
2. In the left navigation bar, head to Team > click on the employee's name to open their profile.
3. Click Assignments.
4. Under the Roles column, click on the checkbox to add access to a Role.
5. Or, deselect it from the list to remove it from their access.
6. Click Save to complete these changes.
7. Follow the steps below to set a primary role.

Primary Roles determine how employees appear in the Schedule, but do not limit their ability to work in other roles. When creating a schedule, you'll be able to select a different role for that Employee within the same row that they appear on - that is, their Primary Role:

The idea behind this current setup is to streamline the view by being able to have all the shifts one person is scheduled for, under one spot. The employee will show up in their Primary Role, but the badging on the shift will change coloring (depending on the role that was scheduled).

If you would like to change which role a user appears under on the Schedule, you are welcome to change their Primary Role within their Employee Assignments:
 

1. In the Roles section of the Assignments tab, locate the Primary Role dropdown.
2. Select the employee's primary role.
3. Click Save to complete these changes.

4. (optional) Multi-Location Accounts using 7shifts Payroll can choose to set a Primary Location. Found directly within their Employee profile, this setting is used to determine their primary payroll location specifically for tax-related purposes. 

   ⚠️ Primary Location settings have no impact on reporting, integrations, exports, labor, overtime, or compliance calculations.
   
   ⚠️ The Employee must be assigned to a minimum of two payroll-ready Locations for the Primary Location menu to appear.

   

Skill Levels let you define an employee’s proficiency within each role. This helps you schedule smarter by ensuring the right staff are placed in the right shifts.

• Skill levels are assigned when creating shifts via scheduling templates.

• Employees default to Skill Level 1 (Beginner) unless updated in their profile.

• Scheduling Templates specify required skill levels for each shift.

• This helps auto-assign employees who meet the skill requirements.

• Open Shifts do not support skill level requirements.

1. Log into the web app as an Admin or Manager with permissions.

2. In the left navigation bar, go to Team and click on the employee’s name.

3. Select the Assignments tab.

4. Under the Roles section, locate the role you want to update.

5. Use the Skill Level dropdown beside the role to select the appropriate level.

6. Click Save to complete these changes.