Roles
The Roles button opens a listing of the authorization roles that are assigned directly to the selected employee. Roles determine which actions, screens, and fields the user can access, and the level of control they have (for example, Read, Edit, Create, or Delete) over the elements they can access.
Note: If an employee is assigned more than one role, and the level of access to a particular element conflicts, the employee is granted the role with the HIGHER access level unless the data access is set to Denied. For more information, see the Employee Record > Data Access screen.
Tip: Assign roles with higher access, such as Administrative or Scheduler roles, to individual employees. From this screen you can also deny employees access to inherited roles.
Employees can also inherit the roles that are assigned to the their home labor distribution through the Configuration section > Organization Unit card > Organization Unit screen > Roles section screen.
Example: An employee with a home labor distribution of Corporation A/Facility 1/Department 304/Unit 2, inherits all the roles set up in the Organization Unit screen for Corporation A, and for Facility 1, and for Department 304, and for Unit 2.
The Roles screen only displays roles assigned to the employee at the employee level, and not those assigned at the organization unit level.
Tip: To view all roles assigned to an employee, open their TCS screen and view the Employee Authorization Information card > Role tab.
The following sections are available when you configure a role:
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Assign one or more previously defined system authorization roles to the employee, or deny the employee access to a role inherited from their home labor distribution.
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Assign the information that the employee is authorized to access (for example, Organization Unit Access, Employee Access, Pay Code Access, Special Code Access, or Override Access).
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Note: Certain authorization roles assigned to employees count toward application licenses. For more information, see 
System Licensing of Employees.
The system calculates the number of active employees for each application to determine if this number is covered by contract licensing. The number of active employees for each application can be viewed on the License Compliance Report. This report is generated from the Reports section>System card.
When employees terminate or becomes inactive, they no longer count towards licensing. Their employee records should not be deleted, but should remain in the system so that the historical integrity of the system is maintained. For example, to show that a certain employee worked on a particular day in a previous year, the employee record must remain in the system, even though he/she may have since terminated his/her employment. The number of years an employee record should remain in the system depends on the policies of the corporation.
For more information on the criteria for determining the licensed number of employees, see the following links.
Note: Prior to Time and Attendance and Staffing and Scheduling version 09.00.00, Staffing and Scheduling (SS) was called ActiveStaffer (AS), and Time and Attendance (TA) was called Payrollmation (PM).
SS Employee License
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the SS Employee License count when all of the following are true:
- The employee's status is active, as defined below:
- The employee is assigned the SS Employee (Processing) role.
- The employee has schedules that exist on or after the current date.
ED Employee License
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the Education Tracking ED Employee License count when all of the following are true:
- The employee's status is active, as defined below:
- The employee has an assigned Status with a Classification value set to Active or TimeID
- The employee has an assigned Status with a Classification value set to Terminated, but the termination date field is either blank or contains a date AFTER the current date.
Note: Employee status and termination values are set on the Employee Record>Employee Sections>General screen. The employee status classification is set on the Configuration screen>Employee card>Employee Status screen.
- The employee is assigned the ED Employee (Processing) role.
- Education requirements are assigned to the employee.
TA Employee License
An employee record in the Time and Attendance and Staffing and Scheduling system counts toward the TA Employee License when all of the following are true:
- The employee's status is active, as defined below:
- The employee has an assigned Status with a Classification value set to Active or TimeID.
- The employee has an assigned Status with a Classification value set to Terminated, but the termination date field is either blank or contains a date AFTER the current date.
Note: Employee status and termination values are set on the Employee Record>Employee Sections>General screen. The employee status classification is set on the Configuration screen>Employee card>Employee Status screen.
- The employee is assigned EITHER the TA Employee (Processing) role OR the TA Employee (Interface) role.
Note: If the system stores non-employee records for education tracking purposes or for security access, they do not need to count toward licensing. To prevent these non-employees from being counted, they should NOT be assigned to an Authorization Role that counts toward licensing. This can be accomplished by either Denying the role in the non-employee record, or by assigning them to an organization unit that does NOT have an inherited role that counts towards licensing. For more information, see Adding a Non-Employee Record.
For more information on adding a role to an employee, see the instructions on Steps for Adding an Employee Level Role. For information on resolving issues regarding roles, see Troubleshooting Role Assignments.
