A role decides two things at once: what a user may do and whose data they see. There are five of them and they form a ladder — from seeing your own schedule up to running the whole organisation and its billing. Below you will find a description of each one, and further down a comparison table.

The five roles one by one

Employee

The basic level of access. Sees their own schedule and time tracking records, records their working time, submits availability, files requests for themselves and handles the tasks assigned to them. Proposes shift swaps and giveaways and takes open shifts. Does not see the employee list, the locations or any cost figures. Edits only their own basic details. Full description: Employee in Proplanum.

Manager

A team or shift leader. Plans and publishes the schedule, runs automatic generation, keeps the time tracking records (approves, rejects and aligns entries), creates tasks and settles shift swaps and giveaways — all at the locations assigned to them. They keep their own schedule and their own requests at the same time. They see neither shift costs nor financial summaries and do not manage the employee list — they can only browse it. Leave requests are settled only once a separate setting is switched on in the location. Full description: Manager in Proplanum.

Location Manager

The host of their locations. They have everything a Manager has, and on top of that: shift costs and financial summaries, demand and metrics, HR and payroll exports, KIOSK terminals, settling requests with no extra setting, and managing the team — they add, edit and archive employees at their locations. They also get into the location settings. They do not import employees from a file, do not delete them permanently and do not create new locations. Full description: Location Manager in Proplanum.

Advisor

HR and payroll support for the whole organisation, usually an accounting office or an HR department. Sees every location without being assigned to any of them, handles requests (including import from a file), exports, financial summaries and invoices, and both adds and imports employees. At the same time it is an observing role wherever the day-to-day work of the team is concerned: it only browses the time tracking records and the tasks, does not generate the schedule automatically and has neither a schedule nor requests of its own. Full description: Advisor in Proplanum.

Organisation Administrator

The highest level of access, usually the owner of the company. Does everything the other roles do, and the following are reserved for this role alone: the company settings, the event log, the plan and payments, deleting locations, editing demand rules and granting the administrator role. Like the Advisor, they have no schedule of their own. Full description: Organisation Administrator in Proplanum.

Data scope: a location or the whole organisation

The roles differ not only in permissions, but also in how much data they cover:

• Employee, Manager and Location Manager see only the locations assigned to them. Somebody outside those locations simply does not exist for them.
• Advisor and Organisation Administrator see the whole organisation — they are not assigned to locations, positions or tags, because by design they cover them all.

Who can do what — the table

The table covers the browser version. A ✓ means full access within the scope of that role.

Rules the table does not show

A few rules apply regardless of the column in the table:

• The Manager and requests. Settling requests is switched on separately, with the "Allow manager to manage requests" toggle in the general location settings. Without it a Manager does not settle requests, although they still see them on the list.
• Nobody settles their own request. This applies to every role — the decision is taken by somebody else.
• A lower role does not settle a higher one's request. A Manager will not approve a Location Manager's request, even when they work at the same location.
• Designated request approvers take priority. If an employee has their own request approvers configured, only those people handle their requests. The Organisation Administrator is the exception and keeps access at all times.
• The Advisor and the Organisation Administrator have no schedule of their own. No shifts are planned for them, they have no availability and no requests of their own, so they hold no positions or tags either.
• In the mobile app the Manager and the Location Manager have two views — the supervisor one and their own employee one. The Advisor and the Organisation Administrator only get the supervisor view.

Where a role is granted

The role is set in the employee profile, in the "Role in the organization" field on the "Personal information" tab.

1. Go to the "Team" tab and open the employee profile.
2. On the "Personal information" tab expand the "Role in the organization" field.
3. Pick a role and click "Save".

The list of roles to choose from depends on your own role — 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 — who can do what in the "Team" module.
• Changing an employee's role (access level) — how to change the role of an existing employee.
• What is the difference between a Manager and a Location Manager? — a comparison of the two closest roles.
• Can a Manager approve employee requests? — one setting that changes the scope of the role.

Updated on: 13/08/2026