Help Center

Accessing Role Settings

To create a custom role, head into the Settings tab and click on Roles in the left-hand sidebar.

Adding the Role

Type the name you want (e.g., "Admin", "Supervisor", "Head Chef") into the "Add new role" input box. Once the role exists, click on it to open the full list of permissions.

Selecting Permissions

You will see the complete list of permissions grouped into four categories — Page Access, Pay Permissions, Security, and Other. Tick the checkboxes for everything the role should be able to do, then click Save Permissions. An "Admin" role would typically have nearly all permissions selected; a supervisor role might have just a few.

Page Access Permissions

These control which management pages a user can open and edit: Edit Templates (build and change templates), Edit Rosters (build, save, and publish rosters), Delete Rosters (delete rosters and roster groups — separate from editing, so you can let someone build rosters without being able to delete them), Evaluate Timesheets (review and approve timesheets), Manage Employees (the Management page), Manage Forms (the Forms page), Manage Events (the Events page), Manage Jobs (the Jobs page), and Edit Dashboard.

Pay Permissions

These gate money: Review Summary (the Summary page), Can View Employee Pay Rates (see and edit hourly rates and payroll details), and Pay With IRD (run RosterMatePay pay runs and file with Inland Revenue — combined with the pay-rates permission and mandatory two-factor authentication).

Security Permissions

Edit Roles (change what roles exist and who has them), Can Manage Locations Access (grant staff access to other locations), and Install Kiosk (register kiosk devices and manage geofences).

Other Permissions

Accept Leave Requests (approve or decline leave), Make Announcements (post announcements from the Messages page), Can Manage Group Chats (create and manage channels), Can Accept Shift Swap Requests (approve swaps), View All Employee Shifts (see everyone's shifts, not just their own), Can View Employee Leave, Can Edit Availability, Can Set Public Holidays, Edit Bot Configuration (change the Auto-Generate bot's rules), and Configure AI Timesheet Bot (set up the timesheet bot's rules and auto-run).

"View All Employee Shifts"

One permission worth a deliberate decision is View All Employee Shifts. Many businesses give this to the default role so every employee can see their co-workers' shifts in the mobile app — staff often appreciate knowing who they're working with. Alternatively, keep it restricted to a "Team Leader" role and let regular staff see only their own shifts.

How to Assign

Go to the Management page and click on the employee you want to update. On their employee card, click the Manage Role button, select the role, and save.

Effect on the User Interface

An employee with no elevated role sees a simple dashboard with their shifts, forms, and announcements. As soon as a role with more permissions is assigned, the navigation updates to show the pages they now have access to — Rosters, Timesheets, Summary, and so on.

Company Owners

The company's owner account always has full access regardless of role configuration, so you can never lock yourself out.

Recommended Usage

General staff: we recommend regular employees use the mobile app (search "RosterMate" on the App Store or Google Play) rather than the website. The app is designed for their day-to-day: seeing their roster, claiming open shifts, requesting leave, completing forms and shift tasks, messaging, and clocking in and out.

Admins & managers: the website is where the management features live — building rosters and templates, timesheets, payroll, events, and settings.

Managing Multiple Branches

If you operate multiple locations, you typically want an Admin or Manager for each location. Follow the same process for each branch: create the necessary roles, select permissions, and assign them to the correct staff. This allows each branch to manage their own staff and rosters independently.