Critical Role Permissions to Review When Adding a New Role
⚠️ Critical Role Permissions to Review When Adding a New Role
Creating a new role in Ontraccr is only half the job — the other half is ensuring that your existing roles (like Admin or Manager) can interact with that new role. Without this step, users in older roles may not be able to view, manage, or support users in the new role.
This article outlines the critical follow-up actions required to avoid access issues and ensure smooth team management.
🧩 Why This Step Matters
When you create a new role in Ontraccr, it comes in completely blank — with no permissions assigned and no visibility granted across the rest of your user base.
Unless you manually update your Admin/Manager roles, they:
- Cannot see users in the new role
- Cannot assign that role during user creation
- Cannot view or manage time cards, wages, or schedule for that role
🔁 Steps to Take After Creating a New Role
1. Edit Admin and Other Management Roles
Go to Settings > Roles and Permissions, and for each existing role (e.g., Admin, Manager):
Enable the following permissions relative to the new role:
| Permission | Why It Matters |
|---|---|
| View Users | Allows viewing profiles of users with the new role |
| Manage Users | Enables assigning or editing users with the new role |
| View User Wage | Allows visibility of wages for new-role users |
| Manage User Wage | Enables editing wages |
| Manual Entry | Allows logging time manually for new-role users |
| View Time Cards | Allows seeing their time logs |
| Edit Time Cards | Enables correcting unapproved entries |
| Edit Approved Cards | Allows changes to previously approved entries |
2. Review Time Tracking & Schedule Settings
If the new role will appear on field schedules or need timecard approvals, make sure to also:
- Enable Manage Schedule or View Own Schedule
- Enable Team-based permissions if team assignment is relevant
- Review Supervisor Approval settings (if used for timecard routing)
🧠 Example Scenario
You create a role called “Foreperson”, but your Admin role doesn’t have permissions to:
- View users in that role
- Edit their time cards
- See their wage
As a result, your Admin can't:
- Approve their timecards
- Adjust their wages
- Even locate them in the system
By updating the Admin role to include these capabilities, the problem is solved.
✅ Best Practice Checklist
Before assigning a new custom role to anyone, make sure:
- [ ] The role itself has all relevant permissions checked
- [ ] Admins/Managers can view/manage users in that role
- [ ] Time tracking and wage access are configured properly
- [ ] Schedules, forms, boards, or reports involving the new role are updated if needed
📌 Summary
Creating a new role is powerful — but not enough on its own. You must review and revise the permissions of existing roles to ensure the new role is properly integrated into your team's management workflow. This step is critical to maintaining seamless access and oversight across your organization.