When using work schedules, it is important to clearly define who has the right to plan and make changes to work schedules as well as in the planning view. Planning rights should be given to individuals responsible for scheduling shifts in the work schedule and maintaining shifts in the planning view. The most common roles used are Supervisor and Unit manager. This article focuses on these two roles. A more detailed description of other roles and their rights is provided in this article.
Unit Manager role
The Unit Manager role has very comprehensive rights within the unit to which they are assigned. The Unit Manager can see the work schedules and shifts for the unit they are assigned to. They can also plan new work schedule for their unit. The Unit Manager can plan and publish shifts for all individuals in the unit's work schedules both on the Work schedule page and in the planning view.
Supervisor Role
The Supervisor role has more limited rights compared to the Unit Manager role. The Supervisor can view the work schedules on the Work schedule page to which they have been added as a location person. The Supervisor can edit and create a new work schedule period for the work schedule to which they have been added as a location person, but they cannot create entirely new work schedules. The Supervisor can see all work schedules under the unit in the planning view, but they cannot make shift changes to them. For person with the Supervisor role to make shift changes in the planning view, they must be added as a location person to the Work schedule (locations) where they need to make changes. This article describes how a person is added as a location person.
Deputies
A deputy can be assigned to a person, for example, when a supervisor goes on annual leave. Detailed instructions on assigning a deputy can be found in this article. The substitute does not receive the same visibility into shift planning or work schedules as the person being substituted. The substitute must be granted visibility into shift planning in the same way as the person being substituted. This article provides detailed instructions on how to grant a person the right to plan shifts.
The table presents the most common situations and guidelines on how the Supervisor role and substitution work in connection with work schedules.
| Description | Location persons | Location resource | Subordinate assignment |
| The person has subordinates assigned and belongs to the same work schedule as the subordinates. | Yes | Yes | |
| The person has subordinates assigned but does not have a work schedule group. | Yes | No | |
| The person acts as a deputy but does not have a work schedule group assigned and has no own subordinates. | Yes | No | Yes, the deputy is assigned the subordinates they need to see. |
| The person has their own subordinates and acts as a deputy for another person who has different subordinates than they do. | Yes | No | Yes, the deputy is assigned the subordinates they need to see. |