1. Bizimply Help Center
  2. Permissions and Access

Admin Permissions

Protecting employee details, locking-down manager editing on timecards/attendance records, dashboard permissions, accessing HR profiles, creating a new manager, admin or employee, and audit logging.

This article outlines many of the permissions that admin users can access in a Bizimply account. Note: the permissions detailed in the following article, ‘Manager Permissions’, are also accessible by admins - but managers cannot access the permissions in this article unless granted admin status.

In this article you can find information on:

  1. Protecting your employee details.
  2. Locking-down manager editing on timecards.
  3. Locking-down manager editing on attendance records.
  4. Dashboard permissions.
  5. Accessing your own HR profile.
  6. How to create a regional/area manager.
  7. Granting admin access.
  8. Audit logging.
  9. Creating/editing an employee role.

Protecting your Employee Details

You can customise the general details available in an employee profile using Employee Profile Settings.

To restrict the visibility of these details to other managers and employees with roles when they go to the employees tab on the web app:

  • Go to Employee Roles.
  • Go to Employee Permissions.
  • Untick "View Details".
  • Hit "Save".

When this permission is off:

Managers will only not see personal details (address, phone number and email address in the employee list view or the employee profile header) 

Managers will not see the Personal Tab in the employee profile. They will only see the tabs they have permissions to view.

Note:

To allow your managers to add employees to their locations, you must have "edit" and "view details" ticked.

Lock-Down Manager Editing on Timecards

As an Admin, you have the ability to edit Timecards manually. This feature is available to give you the power to decide whether to pay an employee for their scheduled hours or for actual hours worked. This ability can be extended to Managers or other Roles by changing the Permissions granted to these roles. However when dealing with payroll it is important to know when a Timecard is finished being edited. For this reason you can apply a Time Limit on the manager's ability to edit Timecards. This forces a Manager to constantly keep their records up to date and prevents a back-log of incomplete Timecards.

Instructions on how to apply a Time Limit on a Manager's Permission to edit Timecards:

Log into Bizimply as an Admin.

Click your name/email in the top right-hand corner.

Select "Roles" from the drop-down menu.

You will see a list of all the current Roles in your business. To edit the Permissions click the orange pencil icon or alternatively the name of the Role. (Note; You can create a new role for this if you wish)

Scroll down to the "Timecards" Permissions. Make sure to turn this option "On".

Select the "Choose Options" tab

The Following tab will appear. Select "Yes" to turn on time limited editing permissions and choose the number of days a manager has to edit Timecards after the day in question.

Once saved these permissions will be applied to all employees with this designated Role.

Now if a manager tries to edit a Timecard they will either be allowed by the system if it is within the time allowance or blocked if too many days have passed.

Lock-Down Manager Editing on Attendance Records

As an Admin, you have the ability to edit attendance records manually. This feature is available in case, for example, an employee forgets to clock-in/out at the correct time. This ability can be extended to Managers or other Roles by changing the Permissions granted to these roles. However when dealing with payroll it is important to know how many hours an employee has done ASAP. For this reason you can apply a Time Limit on the manager's ability to change attendance records. This forces a Manager to constantly keep their records up to date and prevents a back-log of incomplete records.

Instructions on how to apply a Time Limit on a Manager's Permission to edit Attendance Records; 

Log into Bizimply as an Admin.

Click your name/email in the top right-hand corner.

Select "Roles" from the drop-down menu.

You will see a list of all the current Roles in your business. To edit the Permissions click the orange pencil icon or alternatively the name of the Role. (Note; You can also create a new role for this if you wish).

Scroll down to the "Attendance" Permissions. Make sure to turn this option "On".

Select the "Choose Options" tab.

The Following tab will appear. Select "Yes" to turn time limited editing permissions and choose the number of days a manager has to edit Attendance Records after the day in question.

Once saved these permissions will be applied to all employees with this designated Role.

Now if a manager tries to edit attendance records they will either be given the option to make changes if it was within the time limit, or the manager's ability to create & edit records will be taken away should the day in question be outside that limit.

Dashboard Permissions

Choose what aspects of the dashboard a defined role can see on their All Locations Dashboard and their Single Location Dashboards. The All Locations Dashboard contains combined information from all the locations this employee has access to. 

Note: Employee roles and permissions can only be created/edited by admin account holders.

Instructions:

  • Log in to Bizimply as an admin
  • Click on your name/email in the top right-hand corner
  • Select "Employee Roles" from the drop-down list 
  • Here you can choose to edit (Pencil icon) or create a role (blue button) Note: If you edit a role this will affect staff who have this level of access already
  • Turn on the dashboard permission and select "Choose Options"
  • Select the widgets you would like the defined role to see
  • Once happy with the role click save.
  • Apply this role to your staff members in their employee profile

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Note: These widgets must also be turned on on Dashboard Settings.

Dashboard settings control what widgets are turned on for your account. Dashboard Permission control what Employee Roles have access to these widgets.

How to Access Your Own HR Profile

  1. Go to Employee Roles
  2. Create a new role / Select a role to edit
  3. Turn on Employee Permissions
  4. Tick “View / Edit Their Personal Profile” . This allows that manager to see his/her full profile. If you untick,  they will only see their shared profile.

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How To Create a Regional/Area Manager

Part 1: Create a New Employee Role

  • Log in to your Bizimply admin account
  • Click on your name/email in the top right-hand corner
  • Select "Employee Roles" from the drop-down list 
  • Select New Role
  • Call the new role “Regional Manager”
  • Fill in the role description.
  • Dashboard permissions

Turn on Dashboard Permissions

Tick the dashboard widgets you need your Regional Manager to see.

Note: For your managers to see these widgets, they must also be turned on in the dashboard settings for your account.

HR Profile Permissions

Turn on Employee Permissions

Select the dropdown for “Allow access to the following HR Profiles”. Your RM will now have visibility of the HR Profiles belonging to these roles.

Tick “This Role” in the dropdown to allow the regional manager to view the full HR profile of other regional managers. Leave unticked if you do not want the regional manager to have access to other regional manager’s full HR profiles. 

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In this example, the regional manager will see the full HR Profile of all other Regional Managers, Managers, Supervisors and Employees.

Note: Don’t forget to update other existing roles. They may need access to the HR Profiles of employees with this role.

Tick “View / Edit Their Personal Profile” . This allows that the regional manager to see his/her full profile. If you untick,  they will only see their shared profile.

All other employee permissions control the tabs on all the employee profiles visible to the Regional Manager. In this case, leave everything ticked.

Part 2: Add a New Location

Create a new location and call it “Head Office”. For further guidance on how to create a new location read this article.

Note: This is where the Full HR Profiles belonging to your management team can live. 

Part 3: Add your Regional Manager to their Head Office Location

If your Regional Manager does not already have an employee profile:

Select “Head Office” from your locations dropdown

Select “Add employee”

Follow the steps outlined in this Help Article 

If your Regional Manager already has an employee profile:

Go to your employees tab

Select your regional managers employee profile 

Under the details tab, go to main location and select “Change Location”

Hit “Ok” and select “Head Office” from the dropdown menu

Your Regional Manager now has their main location in Head Office.

Part 4: Share your Regional Manager across Multiple Locations

In their employee profile, share them with all the locations they will need access to as Regional Manager

Hit Save

Part 5: Assign the Role of Regional Manager 

Go to the employee Roles tab

Select “Regional Manager”

Hit “Save”

Part 6: Assign the Role of Regional Manager 

After you select the role and hit “Save”, you will be asked “This employee is shared with other locations. Would you like for this role to be applied in those shared locations?”

Hit “Yes”

Congratulations! You have now created your Regional Manager!

Your regional manager will receive and email informing them of their role. They can now log in to Bizimply, giving them access to all their locations under this role, at the same time. 

How to Grant Admin Access

Please note: Only current admins on the account can make this request

If you wish to give a member of your team admin access, a member of the Bizimply team will need to do this for you.

Before we add your employee as an admin on your account we must first get your permission.

By giving them admin access they will have full access to the account. This includes:

  • Location setup.
  • Company settings.
  • Payroll information.
  • Employee Roles.
  • Reports.
  • Sales information.

If you would still like to give this staff member admin access, please email Support@Bizimply.com giving your permission and include the email address for the new admin you wish to add.

If the email address you are giving admin access to is already in use in their employee profile, please make sure to remove it before your request.

Audit Logging

For accountability, Audit Logging will allow you to see who has changed employee information and when.

To export this information follow these steps:

  1. Login to Bizimply online.
  2. Click on your name/email in the top right.
  3. Click on Reports > Accounts Activity > Audit Log.
  4. Select location(s) and date range.
  5. Submit.

Your CSV export includes activity relating to any updates of the following attributes on the employee details tab:

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The CSV contains ordered activity relating to creation or deletion of:

  • Employee Notes
  • Employee Documents
  • Employee Issues
  • Employee Time Off

The CSV includes ordered activity relating to assignment or removal of:

  • Employee Shared Location
  • Employee Position
  • Employee Schedules

Your export will look like this:

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How to Create/Edit An Employee Role

With Bizimply you can ensure that the correct level of access is available for those who require it. You can choose what aspects of Bizimply a defined role can see, basically, you can turn on/off different sections of the system so that a staff member can only view the aspects of the system they use. 

Note: Roles can only be created/edited by admin account holders.

Instructions:

  • Log in to Bizimply as an admin.
  • Click on your name/email in the top right-hand corner.
  • Select "Employee Roles" from the drop-down list.
  • Here you can choose to edit (Pencil icon) or create a role (blue button)Note: If you edit a role this will affect staff who have this level of access already.
  • Now you can then choose to turn on what aspects of the system will be visible for this role 
  • (For a new role you will also have to name and describe the access, we would also recommend updating the description with any change you make on existing roles).
  • When turning on a section please check the "Choose options" details to ensure access within that tab is correct. 
  • Once happy with the role click save and you can now apply this access to your staff.