Authorities

To view your own Authority levels, click on the drop-down by your profile in the top left-hand corner of the screen, and click on ‘Authorities’. Please note that you are not eligible to change your own authorities.

View Only:

All standard employees should have ‘Employee Only’ checked once their Engage profile is created. This is the default level of authority once an employee has been activated, and this allows the employee to:

1. View their own Employee Profile, with ability to update driver’s licence details / upload a licence photo, update their passport details, and add their own emergency contacts.

1. Apply for and view Leave Requests (if module is switched on)

1. Complete any Forms that have been assigned to them (if module is switched on)

1. Add information to / change the status of any Actions that have been assigned to them

1. View the Risk Register
   

1. View (employee-specific only) or lodge any Hazards or Incidents
   

1. View or place Feedback under H&S

1. View any Hazardous Substance information for the company (if module is switched on)

1. View Health & Safety Meeting information if they are an attendee, or if the meeting is set to 'Public'

1. View Audit / Event information if they are an attendee

1. Lodge and view (employee-specific only) Expense Claims (if module is switched on)
   

1. View the Engage Calendar, which will contain information relevant to the employee only
   

1. Run basic reports using the Report Builder, which will contain employee-specific information only

1. Lodge QA Events (if module is switched on)

If you apply ‘Employee and Managed Employees Only’ the employee will see:

1. As above
   

1. The ability to view direct managed employee’s profiles
   

1. The ability to lodge expense claims requests on behalf of managed employees

If you apply ‘Branches in Employee Company’ the employee will see:

1. As above, but for all employees within the selected branches

If you apply ‘Costs Centres in Employee Company’ the employee will see:

1. As above, but for all employees within the selected cost centres

If you apply ‘Whole Company’ the employee will see:

1. As above, but for all employees in the company
   

The Buyer authority enables an employee to purchase assigned uniform products for either themselves or others. If an employee does not have Buyer authority enabled, they will not be able to purchase assigned uniform, however this can be done on their behalf by another employee who has Buyer authority. 

Please note, this authority works in conjunction with the View Only authority. If you have Buyer: Whole Company authority enabled, but have View Only: Employee Only, you will only see your own profile under Employees, and thus be able to purchase uniform products for yourself only. 

If you apply ‘Employee Only’ the employee will:

1. Be able to purchase uniform products for themselves
   

If you apply ‘Employee and Managed Employees Only’ the employee will:

1. Be able to purchase products for themselves and their direct reports
   

If you apply ‘Branches in Employee Company’ the employee will:

1. Be able to purchase products for those within a specific branch
   

If you apply ‘Cost Centres in Employee Company’ the employee will:

1. Be able to purchase products for those within a specific cost centre
   

If you apply ‘Whole Company’ the employee will:

1. Be able to purchase products for everyone in the company
   

If you apply ‘Managed Employees Only’ the employee will:

1. Be able to approve or decline product requests from their direct reports
   

If you apply ‘Branches in Employee Company’ the employee will:

1. Be able to approve or decline product requests from employees within a specific branch
   

If you apply ‘Cost Centres in Employee Company’ the employee will:

1. Be able to approve or decline product requests from employees within a specific cost centre
   

If you apply ‘Whole Company’ the employee will:

1. Be able to approve or decline product requests from employees within the company
   

Admin:

 If you apply ‘Employee Only’ the employee will:

1. Be able to edit and amend their own employee record
   

If you apply ‘Employee and Managed Employees Only’ the employee will:

1. Be able to edit and amend their own profile, as well as their direct reports’ records
   

1. Be able to approve or decline leave for direct reports only
   

If you apply ‘Managed Employees Only’ the employee will:

1. Be able to edit their direct reports records, but not their own
   

1. Be able to approve or decline leave for direct reports only
   

If you apply ‘Branches in Employee Company’ the employee will:

1. Be able to edit employee profiles within the selected branch(es)
   

1. Add new employee records relating to the selected branch(es)
   

1. View Orders that have been made at the selected branch(es)
   

1. View Hazard and Feedback information relating to the selected branch(es)

1. Have a cut-down version of Customer Admin appear on their side bar. This includes Products / Training / Suppliers and Uniforms relevant to the selected branch(es)

If you apply ‘Cost Centres' in Employee Company’ the employee will:

1. Be able to edit employee profiles within the selected cost centre(s)
   

1. Add new employee records relating to the selected cost centre(s)
   

1. View Orders that have been made at the selected cost centre(s)
   

1. View Hazards and Feedback relating to cost centre(s)
   

If you apply ‘Companies’ the employee will:

1. Have full admin access to Engage. This is our strongest level of authority you can give someone in the Engage application (relevant for single-company businesses). They will be able to see company admin section, as well as view and edit all staff.
   

If you apply ‘Organization’ the employee will:

1. Have full admin access to Engage. This is our strongest level of authority you can give someone in the Engage application (relevant for multi-company businesses). They will be able to see company admin section, as well as view and edit all staff. Please note, this choice is only relevant to customers with multiple companies listed within their Engage set up.
   

Product Maintenance:

 If you apply ‘Categories’ the employee will:

1. Have the ability to create, edit and assign product maintenance to assets that are set up within the designated categories
   

If you apply ‘All’ the employee will:

1. Have the ability to create, edit and assign product maintenance to all assets that are set up for the business.
   

Health and Safety Meeting:

 If you apply ‘View Only’ the employee will see:

1. H&S Meetings that are marked as Public or Private that fall within their given View and Admin authorities.

If you apply ‘Manage’ the employee will:

1. Be able to create new H&S meetings and Edit any meeting listed as Public. 
   

Risk Register:

Please note, all employees have the ability to view the risk register regardless of authorities given. 

If you apply ‘Manage’ authority, the employee will:

1. Be able to update, add new, and delete risks in the Risk Register, which can be viewed by all employees.
   

Standard Reports:

If you apply ‘View’ the employee will see:

1. Standard Reports show on their side bar, including reports for over allocation, product purchases, diversity report, staff turnover, risk register report, hazard report, and incidents report.
   

Contact Tracing:

 If you apply ‘Manage’ the employee will”

1. Be able to create new contact traces within Engage, as well as manage scanned employee QR codes. This will appear as an additional button on the Engage App which enables a camera function to capture Employee QR Code scans. 
   

1. Access a contact tracing report
   

Assets:

 If you apply ‘View Only’ the employee will see:

1. Assets on their side menu, with the ability to see all company assets, asset attributes, and asset maintenance schedules. Please note, the extent of what assets are seen depends on Admin authorities and assigning factors.
   

 If you apply ‘Manage All’ the employee will see:

1. As above, with the ability to add, update, edit, and delete assets as required.
   

If you would like an employee to be in charge of all assets in the company, regardless of Admin authorities, you are able to set them up as the Company Asset Manager contact (Customer Admin / Organisation / Companies / Edit). 

Please note, all employees will be able to submit expense claims if this module is switched on for your site. All submitted expense claims will need to be approved / declined by the employee's relevant Branch Managers. 

If you apply ‘Manage’ the employee will have the ability to:

1. Approve or decline all expenditure requests for relevant employees, as well as have the ability to submit Capex requests. 
   

 If you apply ‘Expenditure Form(s) Only’ the employee will see:

1. Expenditure Forms on their side bar, with the ability to lodge an expense request that will need to be approved by their branch manager.
   

Temporary Staff:

If you apply ‘Manage’ the employee will have the ability to:

1. Add New, Edit, Delete, and make Temporary Employees active/inactive, as well as upload documents against Temp Staff profiles and amend Emergency Contact information. This will appear under the Employees tab in the side menu. 

Contractors:

If you apply ‘Manage All’ the employee will have the ability to:

1. Access the Contractors Dashboard and listing screen, as well as create, edit, and make contractors active/inactive as required. They will also be able to create Workers, Reviews, and add documents against relevant contractors. 

Health Checks:

If you apply ‘Manage’ the employee will have the ability to:

1. View the Health Checks tab under the relevant employee profiles that they have access to, depending on View and Admin rights assigned above. 

 Recommended Authority Levels for some Example Roles*

General Employee:

1. View only – ‘Employee Only’
   

Health and Safety Rep:

1. View only – ‘Employee Only’
   

1. Risk Register - 'Manage' as applicable

Branch Admins:

1. View only – ‘Branches in Employee Company’ / Click on the relevant branch.
   

1. Admin – ‘Branches in Employee Company’ / Click on the relevant branch.

1. View only – ‘Branches in Employee Company’ / Click on the relevant branch.
   

1. Admin – ‘Branches in Employee Company’ / Click on the relevant branch.
   

1. Assets – ‘View only’, as required.
   

1. Buyer – ‘Branches in Employee Company’ / Click on the relevant branch, as required.
   

1. Approver – ‘Branches in Employee Company’ / Click on the relevant branch, as required.
   

1. Expenditure Requests – ‘Manage’, as required.
   

1. Standard Reports – ‘View’, as required.
   

1. Risk Register – ‘Manage’, as required.
   

1. Contact Tracing – ‘Manage’, as required.
   

 Company Admin:

1. View only – ‘Whole Company’.
   

1. Admin – ‘Companies’.
   

1. Assets – ‘Manage All’, as required.
   

1. Product Maintenance – ‘ALL’, as required.
   

1. Buyer – ‘Whole Company, as required.
   

1. Approver – ‘Whole Company’, as required.
   

1. Expenditure Requests – ‘Manage’, as required.
   

1. Standard Reports – ‘View’.
   

1. Risk Register – ‘Manage’, as required.
   

1. Contact Tracing – ‘Manage’, as required.