In this tutorial we will review the process of creating your employees in the system and assigning them the correct access and permissions based on their job responsibilities. Each team member will need to be created as an employee in the system and have the correct user role and employee role assigned to their account.

Through Releventful, you can schedule your employees to work at your various upcoming events or even choose to post open work positions that you need filled, asking your employees to request to work these posted open shifts.

To grant your employees with the correct access to the system and take advantage of the scheduling features, you will want to start by creating employee roles.

To set up employee roles in your Releventful account, select the settings gear at the bottom of the left-hand navigation bar. Select the “Employees” menu and click on “Employee Roles” in the submenu that appears.

Employee roles are used to set a default pay rate for roles within your organization. These pay rates are used to calculate event employee cost estimations. For example, you might want to add a server role at $12 an hour or an event director role at $18 an hour.

If you are planning on scheduling shifts for employees and ensuring that they are clocking in and out and tracking their hours in the system for pay, you will want to set their pay rates here in the system. You will be prompted to assign their pay rate to their shift when they are scheduled to work.

To create a role, select the “add” button at the bottom of the list. Enter in the role name, optional description for the role, the salary and rate. In the rate drop-down menu, you have the option to set an hourly rate, percentage amount or flat rate. Based on what you select here, ensure that the amount in the amount field aligns properly.

For example, if I select flat rate, I might set $400 in the amount field to indicate that this is the flat rate amount for this role for the event they work. Or I could set the rate to hourly and indicate 12 in the amount field to ensure that a user with this role is paid $12 an hour.

When your details for the role are populated, select the “save” button on the far left-hand side to save the role.

Employee roles are also important if you choose to utilize the open positions feature of Releventful, as employees will only have visibility into open positions based on the employee role they are assigned. For example, an employee that is assigned the server role will only be able to see and request to work open positions designated for servers.

They will not have visibility to open positions available for other roles in the system that they are not assigned to for that employee role. To learn more about Open Positions and scheduling team members for shifts in the system, please refer to our “Employee Scheduling” tutorial.

Once your employee roles have been established, you will want to proceed to creating your employees as employees in the system.

To add employees to the system, select the settings gear in the left-hand navigation bar and select the “employees” menu. In the submenu that appears, select “Manage Employees.”

On this page, select the “Create Employee” button to create your first team member. Begin to fill out the required fields in this pop-up window to get their account started. You will need to assign a specific user role to their account. The user role will determine the access and permissions they have to the system and what they have visibility into when logging into their account.

There are a total of 8 user roles to give you control over what your employees have access to via their account. These roles are contractor, event, invoice, sales, admin, and account owner. If you have our professional plan, you will also have the option for the calendar only role and scheduling role available to you.

We have a great breakdown of these 8 available roles and what access the users with these roles will have at help.releventful.com in the article titled, “Set up Releventful User Roles / User Types”. In this article, you will see a breakdown grid for each role outlining the permission area and that role’s access into that area.

As an example, you might select the “event role” for an employee working at your events. This employee might be a server, or event coordinator. An employee with the event role will be granted event portal management access so that they can see and edit all details in the event portal for events they are added to.

A user with the “invoice role” will be able to run reports and edit the details of any event in the system regardless of events they are assigned to work. This user would be an employee that assists in managing the invoice items for your clients.

The Invoice Role does NOT have "Event Portal Permissions" so this means they will not be able to change the portal information, but they will be able to edit the event details and invoice information as well as view all reports.

After you have determined which role works best for the employee you are creating, begin typing the name of the role into the user role field. As you enter the text, the role will appear for you to select and apply to their account.

If you would like to take advantage of the open positions feature within Releventful’s scheduling capability, you will need to identify the employee’s role in the “Employee Roles” field that follows. For example, if I want this particular employee to be notified of open scheduling positions posted for all servers in the system, I will add the server role here to this field on their account details. Please note that employees will only see open positions for the roles they are assigned in the employee role field of their account information. To learn more about Open Positions and scheduling team members for shifts in the system, please refer to our “Employee Scheduling” tutorial.

Next, you will need to grant the user access as an admin or as an employee. Administrator access means that this employee will have unrestricted access to all events and every section of Releventful regardless of the role you have assigned them directly above.

For most of your employees, you will most likely want to indicate them as an employee here and assign the proper access role based on their job function.

Scroll down the pop-up window and assign them with an initial password. They will be prompted to reset their password when they login for the first time.

To send a welcome message to your employee with their Releventful login credentials, add a note here in the “Welcome Message” field. This is a great spot to provide them with instructions on logging into the system and where to go when they login for the first time.

At the bottom of the page, select “create & add” if you have additional employees to create in the system. If this was the only employee you are creating at this time, you can select “create” to save and close the pop-up window and return back to the manage employees page.

Back on the employee management page, you will see a list of all the employees in the system alongside their assigned role and user type. You will be designated as the account owner.

We hope that this tutorial was helpful in outlining the available roles and permissions that you can grant to your team members and employees. For more information on creating employee schedules for your events please watch our “employee scheduling” tutorial at help.releventful.com.