How to invite a new manager or edit permissions and details of an existing manager
To invite and edit managers, click your logo top left > 'Invite & edit managers'.
Click 'Invite manager' top right in the screen.
Select if you want to invite an existing employee to Soigné or if you want to create a manager that isn't an employee in Soigné yet. Often it's best to select an existing employee to make sure the employment profile of the employee is automatically matched with the manager profile.
Creating a manager from an existing employee
Click 'Employee' to search and select the right employee from the list
Enter their work email they will want to log in as a manager with. The work email can be a different email than the email they log in to the Soigné app with. The email they log in to the Soigné app with is their private email, to make sure they can still access their old payslips and annual statements, even after they've left the company.
Select the role this person gets.
Select their manager they have to report to. This person will be responsible for renewing their contract, approving their holidays, etc.
Creating a new manager
Enter name, work email, phone number, language they speak, role and who they report to.
Common roles
The possible roles you can give a manager are explained below. Roles are just a default set of permissions to make it easier to create new managers. After selecting a role you can still scroll down and tweak the permissions in more detail.
After you've selected a role, and it's anything else than Admin (they have access to every location), make sure you select the locations they have access to.
When you select an existing employee as a manager, and they are already part of teams in locations, then you don't need to select locations as this already is set for them.
Admin
Access to everything at every location.
Location manager
A location manager can do the following for the locations and teams they are allowed to make changes to:
Invite and configure other managers
Configure teams
Manage candidates assigned to them for their location(s)
Manage candidates assigned to other managers
Manage schedules (create, update, delete, publish shifts) for their own teams they are part of
Only view the schedules of teams they are not part of
Configure scenarios and metrics (data like productivity costs, revenue, etc. in Scheduling)
Manage, approve, delete and add hours of their own teams and other managers that are also part of their team.
Only view hours of other teams and of managers that are part of other teams
Manage employment of their team members, meaning they can create / send contracts and sign them. For both their own teams and other teams.
They are not able to create and send contracts for other managers in their location and in other locations. They also can't see the salaries of other managers.
Remember that if you want to change this, you can go into their permissions and tweak them per manager. This is just a default set of commonly used roles to start with.
HR manager
A HR manager can do the following for the locations and teams they are allowed to make changes to:
Invite and configure other managers
Configure task owners
Configure teams
Manage candidates assigned to them for their location(s)
Manage candidates assigned to other managers
Manage schedules (create, update, delete, publish shifts) for their own teams and other teams of locations they are part of.
Configure scenarios and metrics (data like productivity costs, revenue, etc. in Scheduling)
Manage, approve, delete and add hours of their own teams, other teams, managers in their own teams and managers in other teams that are part of the location they are HR manager for.
Manage employments (create, send, sign contracts, see and change salaries and positions) of their own teams, other teams, and all managers of the location.
Remember that if you want to change this, you can go into their permissions and tweak them per manager. This is just a default set of commonly used roles to start with.
Scheduler
A Scheduler can do the following for the locations and teams they are allowed to make changes to:
Configure teams
Manage schedules (create, update, delete, publish shifts) for their own teams they are part of
Only view the schedules of teams they are not part of
Configure scenarios and metrics (data like productivity costs, revenue, etc. in Scheduling)
Manage, approve, delete and add hours of their own teams and other managers in their own teams.
Only view hours of other teams and of managers that are part of other teams.
Remember that if you want to change this, you can go into their permissions and tweak them per manager. This is just a default set of commonly used roles to start with.
Recruiter
A Recruiter can do the following for the locations and teams they are allowed to make changes to:
Manage candidates assigned to them
View and comment on candidates not assigned to them
Remember that if you want to change this, you can go into their permissions and tweak them per manager. This is just a default set of commonly used roles to start with.
Pay manager
A Pay manager can do the following for the locations and teams they are allowed to make changes to:
View worked hours of everyone
View employment details of everyone
Pay out salaries in Pay
Pay out wage tax in Pay
Access accountancy documents
Remember that if you want to change this, you can go into their permissions and tweak them per manager. This is just a default set of commonly used roles to start with.
Frequently asked questions
Can Soigné invite or edit managers for me?
No, Soigné support employees will not invite or edit managers. We don't do this because we can't be certain that the person asking us this is actually telling the truth. You will have to ask your manager, the owner of the location or group or your centralised head office to invite or edit a manager if you aren't able to do this yourself. Or you have to request them for permissions to be able to do this.
Can Soigné change the permissions of managers for me?
No, Soigné support employees will not change the rights of managers. We don't do this because we can't be certain that the person asking us this is actually telling the truth. You will have to ask your manager, the owner of the location or group or your centralised head office for updating of permissions if you aren't able to do this. Or you have to request them for permissions to be able to do this.
Who can approve hours?
Every manager with the 'Manage hours' permission for their own teams under worked hours can approve hours for their own team. If they also have that permission for other teams, they can approve hours for every team in that location. So this means more than 1 person can approve hours or do other tasks. If you want to know who has the final responsibility to approve hours for a team through Task Owners, then read more about how task owners work here.
How can I make sure more than one manager can do a certain task / thing?
All managers with the permissions to do something, can do it. But task owners decide who is responsible for the task per team. Read more about task owners here. For example this means that multiple managers are able to create contracts for your Kitchen team of a certain location, but only 1 manager will be the final responsible person and gets the task assigned to them.
It is built this way so you know who to blame when they don't do their tasks, instead of it being a shared responsibility and them pointing to each other.