Access

Employee status and administrative access are separate

Each person can be an Employee, have administrative access, have both, or have neither.

• Employee status controls whether the person counts as an Employee for billing and appears in schedules, timesheets, time off, reports, and payroll exports.
• Access level controls whether the person has administrative authority.
• Employees they can manage controls which Employees an Administrator can use that authority on.

An Administrator or Owner can also be an Employee when they need their own schedule, timesheet, or time off. An Administrator or Owner who does not count as an Employee can still manage the company.

Choosing who counts as an Employee

Open the person on Employees, then open Access. Under Employee status:

• Count as an employee makes the person part of the employee count used for billing and includes them in schedules, timesheets, time off, reports, and payroll exports.
• Allow clocking in and out lets the Employee use Time Clock, a kiosk, or phone clocking and review their own time in My Timesheet. This option appears only after Count as an employee is selected.

When someone becomes or returns as an Employee, Allow clocking in and out starts selected. Clear it before saving if that person should not clock time.

Turning off Count as an employee keeps the person's account, access level, and existing records. Archiving the person is separate and removes their access to Clockspot.

Setting administrative access

Under Access level, choose:

• No administrative access — can sign in and use the features enabled for their own account, but cannot manage other employees or company settings.
• Administrator — can manage employees, schedules, time records, reports, and company settings.
• Owner — includes Administrator access and can also manage other Owners and billing.

Press Save access after choosing. A company can have more than one Owner, and every Owner has equal access. Clockspot requires at least one Owner, so add another Owner before changing the last Owner to a different access level.

To add a new Owner, invite them as an Administrator first. After they accept the invitation, open their Access tab, choose Owner, and press Save access.

Choosing which Employees an Administrator can manage

After selecting Administrator, use Employees they can manage:

• Everyone — includes every current Employee and any Employee added later.
• Assigned employees — includes one or more Employees the Owner chooses below. Select at least one Employee before saving.

Employees they can manage appears only while Administrator is selected. Press Save access to apply the access level and Employee selection together. This boundary applies independently from the Administrator's permissions: they need both permission for an operation and access to the affected Employee. It follows employee lists and profiles, schedules, time records, approvals, time off, reports, exports, Who’s Working, kiosk and phone-clock credentials, and connected Clockspot tools.

The same choice appears when inviting an Administrator, so they start with exactly the access the Owner selected before sending. Owners themselves always have access to every Employee.

Some workspace-wide actions are unavailable to an Administrator with Assigned employees when the action cannot be limited to an existing assignment. This includes inviting a new person and configuring shared kiosk devices. They can still manage kiosk and phone-clock credentials for Employees assigned to them.