Setting up roles: adding structure to your workforce (optional)
If you’re looking to take your rostering and HR management to the next level, roles are here to help. While optional, roles can be a game-changer for businesses that want to streamline staffing, ensure skill based scheduling, or manager consistency across multiple locations.
What are roles used for?
Roles in Microkeeper enhance your workforce management by providing an extra layer of organisation and precision. Here’s how they can benefit your business:
Efficient Staffing: assign roles to specific locations, allowing you to quickly allocate the right staff to the right tasks. For example, you can assign "Waiter" roles to a cafe's Front of House location, ensuring only relevant staff are rostered there.
Skill-Based Scheduling: attach specific skills to a role, ensuring that only employees with the necessary qualifications are scheduled for shifts requiring those skills. This is particularly useful for industries where certifications or licenses are required (e.g., RSA for bartenders or Working with Children Checks for childcare workers).
Cross-Location Management: apply the same role across multiple locations to maintain consistency in role descriptions and requirements throughout your organization. For example, a "Chef" role can be used across multiple restaurant branches.
By adding roles, you’re creating a structured framework that makes rostering smarter and more efficient.
How to set up roles
Follow these steps:
Navigate to Settings > General > Roles in your Microkeeper account.
Click the Add New Role button.
Configure the new role with the following details:
Title: Enter a clear and concise name for the role (e.g., "Chef," "Waiter," or "Supervisor").
Group: Select the staff group this role belongs to, or choose "All Staff" if it applies across all groups.
Default Job (Optional): If applicable, assign a default job for this role. This is especially useful if you’re using Jobs in your payroll setup.
Skills (Optional Advanced Setting): Select any required skills for this role. For example, you might require an RSA certification for bartenders or a forklift license for warehouse staff.
Status: Choose whether this role is Active or Disabled.
Once you've filled in all the details, click the Add button to create the new role.
And just like that, you’ve added another layer of structure to your workforce management system!
Configuring roles with locations
Once you've created your roles, you can assign them to specific locations for even greater clarity and control.
Here’s how:
Go to Menu > Settings > General > Locations.
Select the location where you want to assign roles.
Add the relevant roles to that location.
Now when you’re rostering shifts at that location, they’ll be structured by these assigned roles. This makes it easier than ever to ensure you’ve got the right people in the right place at the right time.
Why use roles?
While not every business will need this level of detail, roles are particularly useful if:
You operate in industries where specific skills or certifications are required.
You manage multiple locations and want consistency across them.
You want greater control over staffing and scheduling.
By incorporating roles into your setup, you're not just managing your workforce – you're optimizing it.
Take a moment to think about how roles could work for your business. If you're ready to set them up, head over to Settings > General > Roles, and start creating!
.png)
.png)
.png)
