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Employee Role

The Employee Role can be configured with distinct levels of access to the account and time clock features. An account administrator will assign the permissions for each feature and the scope of those permissions. Employees can have limited access to the People, Places, Time Clocks, Policies, Time Cards, Reports, Account Settings, and Roles sections of the Cloud portal based on their Role settings. Employees can also access the User Management menu and Clock Management menu of the time clocks based on their settings.

 

Cloud

People

Administrators can give access to employees to Add and Update or View users' profiles on the account and set the scope of their permission.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the People permission button to select the level of permission for the employees:

    • Add/Update: Employees will be able to view administrator, supervisor, and employee profiles depending on the scope assigned. They can also add and update employees' profiles. They will not be able to add or update supervisor or administrator profiles.

    • View Only: Employees will be able to view administrator, supervisor, and employee profiles depending on the scope you choose.

    • No Access: The People section will not appear on the employees' web portals when they log in.

  5. Click on the ellipsis to select the scope of the permission:
    • All: This option will allow employees to view all user profiles on the account.
    • Departments: This option will allow employees to view user profiles for users of all users with a home department listed in their responsible departments. This setting will depend on the user's home department as well as the employees' Responsible Departments, both of which are assigned in the users' profiles.
    • Individual: This option will allow employees to view only their own profile.
    • No Access: The People section will not appear on the employees' web portals when they log in.

 

Places

Administrators can give employees access to view, add, and update the Places on the account and set the scope of their permission.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Places permission button to select the level of permission for the employees:

    • Add/Update: Employees will be able to view, add, and edit locations, sites, areas, and departments depending on the scope.

    • View Only: Employees will be able to view but not add or edit the places in the account depending on the scope you choose.

    • No Access: The Places section will not appear on the employees' web portals when they log in.

  5. Click on the ellipsis to select the scope of the permission:
    • All: This option will allow the employees to view the profiles of all locations, sites, areas, and departments on the account.
    • Departments: This option will allow employees to see the profiles for Departments listed in their responsible departments. This setting will depend on the employees' Responsible Departments which are assigned in the employees' profiles.
    • Individual: This option will allow employees to view only their home department's profile.
    • No Access: The Places section will not appear on the employees' web portals when they log in.

 

Time Clocks

Administrators can give employees access to view, add, and update the Time Clocks on the account.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Time Clocks permission button to select the level of permission for the employees:

    • Add/Update: Employees can access the Time Clocks section of the web portal to add new time clocks, remove or archive time clocks no longer in use, update the Time Zone on the clock, and check whether the time clocks are online.

    • View Only: Employees will be able to view the time clocks on the account, check their information, and see if they are online, but will not be able to edit, add, or remove time clocks.

    • No Access: The Time Clocks section will not appear on the employees' web portals when they log in.

 

Policies

Administrators can give employees access to view, add and update the Policies on the account.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Policies permission button to select the level of permission for the employees:

    • Add/Update: Employees can view, add, and edit any policy on the account and remove any policy no longer needed.

    • View Only: Employees will be able to view the policies on the account, but will not be able to edit, add, or remove policies.

    • No Access: The Policies section will not appear on the employees' web portals when they log in. They will also not be able to view the policies assigned to users or departments.

 

Time Cards

Administrators can give employees access to view, edit, export, and email time cards and set the scope of their permission.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Time Cards permission button to select the level of permission for the employees:
    • Add/Update: Employees will be able to view and edit time cards depending on the scope.
    • View Only: Employees will be able to view but not edit the time cards in the account depending on the scope.
    • No Access: The Time Cards section will not appear on the employees' web portals when they log in.
  5. Click on the ellipsis to select the scope of the permission:
    • All: This option will allow the employees to view the time cards of all users on the account.
    • Departments: This option will allow employees to see the time cards for users with home departments listed in their responsible departments. This setting will depend on the user's home department as well as the employees' Responsible Departments, both of which are assigned in the users' profiles.
    • Individual: This option will allow employees to view only their time cards.
    • No Access: The Time Cards section will not appear on the employees' web portals when they log in.

 

Reports

Administrators can grant employees access to run Pay Period Reports and Punch Reports and set the scope of their permission.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Reports permission button to select the level of permission for the employees:

    • View Only: Employees will be able to run and view reports. The data on the reports will depend on the scope you choose.

    • No Access: The Reports section will not appear on the employees' web portals when they log in.

  5. Click on the ellipsis to select the scope of the permission:
    • All: With this option, the reports run by the employees will show data from all users on the account.
    • Departments: This option will allow employees to see data from users with home departments listed in the employees' responsible departments. This setting will depend on the user's home department as well as the employees' Responsible Departments, both of which are assigned in the users' profiles.
    • Individual: This option will allow employees to view only their data in the reports.

 

Account Settings

Employees can access the Settings section of the account information, general settings, billing information, and invoices and payments. 

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Account permission button to select the level of permission for the employees:
    • Add/Update: They can update the company name, website, and billing information, as well as view invoices and payments.
    • View Only: Employees will be able to view the Account Settings but will not be able to edit the information. They also will not have access to the invoices and payments.
    • No Access: Settings will not appear in the account.

 

Roles

Administrators can grant employees permission to view or update the employee role. 

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Roles permission button to select the level of permission for the employees:

    • Add/Update: Employees will be able to view and edit the Employee role, enabling and restricting permissions as needed.

    • View Only: Employees will be able to view the permissions set for the Employee roles.

    • No Access: The Roles section will not appear on the employees' web portals when they log in.

 

Time Clock

User Management

Employees can access the User Management menu on the time clocks with their personal authentication method (PIN, Badge, Fingerprint). From the User Management menu, they can add user fingerprint templates for punching and profile images for the account depending on the scope of their permission.

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the User Management permission button to select the level of permission for the employees:
    • All: This option will allow the employees to view all users on the account.
    • Departments: This option will allow employees to see users who have home departments listed in the employees' responsible departments. This setting will depend on the user's home department as well as the employees' Responsible Departments, both of which are assigned in the users' profiles.
    • Individual: This option will allow employees to view only their information.
  5. Click on the ellipsis to select the scope of the permission:

    • Add/Update: Employees will be able to add user fingerprint templates and profile images depending on the scope you choose.

    • View Only: Employees will see the users in the User Management menu; however, they will not be able to add fingerprints. This will allow employees to see if an employee has a fingerprint registered on the time clock.

    • No Access: The User Management menu will not appear in the time clock menu.

 

Clock Management

Employees can access the Clock Management menu on the time clocks with their personal authentication method (PIN, Badge, Fingerprint). From the Clock Management menu, they can troubleshoot the time clock, access the network menu, device ID, and software version, upload the database, and adjust the time clock settings. 

  1. Log into your Citadel web portal. 
  2. Click on Roles in the side menu.
  3. Scroll to the Employee section. 
  4. Click on the Clock Management permission button to select the level of permission for the employees:

    • Add/Update: Employees can access the Time Clock Management menu to connect to your network, update the time clock, upload the database, and change the time clock settings.

    • View Only: Employees will be able to view the device ID, software version, and time and date of the last update from the Clock Management menu on the time clock.

    • No Access: The Clock Management menu will not appear in the time clock menu.

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