A role in Proplanum determines what a user sees and what they can do in the system. The scope of access reaches from running the entire organisation, its settings and billing, down to simply seeing your own schedule and requests. The role is assigned in the employee profile — it is what decides on permissions.

The five roles in Proplanum

Below are the five roles in order of increasing access. Each has its own article with a full description of permissions.

• Employee — carries out day-to-day work, sees their own schedule, tracks their work time and submits requests. Edits only their own basic details.
• Manager — a team or shift leader. Plans the schedule, runs time tracking and tasks at the locations assigned to them.
• Location Manager — runs the locations assigned to them: staff, schedules, time tracking and their employees' requests.
• Advisor — HR and payroll support across all locations. Handles exports, data import and settlement.
• Organisation Administrator — the highest level of access. Runs the whole organisation, its settings, billing and licences.

Where a role is granted

The role is set in the employee profile, in the "Role in the organisation" field. The list of available roles depends on the role of the person editing — you can grant a role equal to or lower than your own:

• Organisation Administrator — all five roles.
• Advisor — four roles (all but Organisation Administrator).
• Location Manager — three roles: Employee, Manager, Location Manager.
• Manager and Employee — do not grant roles.

Related

• Access levels and user roles — the full "who can do what" matrix.
• Changing an employee's role (access level) — how to change the role of an existing employee.

Updated on: 09/08/2026