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There are different roles users can have in ShiftCare depending on their access requirements.

Ian Deshays avatar
Written by Ian Deshays
Updated over a week ago


When adding/updating office-staff profiles, roles are a mandatory element that determines user access level. Access level determine:

  • What ShiftCare features office-staff/user has access to

  • What activity can be performed on those features (this can range from able to view to edit/update/add/archive information within the feature)

Thus, it is crucial to assign appropriate roles to all your team members.

Assigning Roles:

In order to assist with determining which role to assign to each member, below is a brief summary of the most commonly assigned roles:

  • Admin: Highest access level. Can edit/add/update/archive any information on any feature.

  • Coordinator: This access is for Team leaders/coordinators. Staff with this access can manage client details†††.

  • HR: This access is more Staff access heavy. This access can be given to your human resources team.

  • Ops: This role allows people to create and edit both staff and client information as well as manage the roster. This role cannot create invoices, nor access the organisation's billing report. They can check on an individual client's billing report and view total amounts for the shifts.

  • Office Support: This is ideally for office admins, particularly for the finance team as this role focuses on creating invoices.

  • Staff: The majority of users have this role, it is specifically assigned to people with the role of care-workers, support workers or carers.
    This allows the users to manage their available time and access shift information (add notes, clock in/clock out, view client documents and view general shift information (description/date/time/location/client name/)).

  • Kiosk: This access is for group homes. Please click on this link in order to learn more about it.

  • Account Owner: please see the note on this below.

For a more detailed outline please refer to the tables provided below. The tables below outline the access level of each user type:

✅ Full access

❌ No access





Office Support









Manage funds


✅ ***


Partial **

Partial ***

Partial **

Account Setting

❌ ††

Private Notes

👉🏽 Level of access decreases left to right. Lower access level role cannot invite or change access of a higher role. E.g. Ops cannot change Admin to Ops but the reverse is possible.

* Requires a Pro or Premium subscription to access this feature.

** No financial reports shown.

*** No staff management report types (e.g. timesheet and KPI). Exports cannot be downloaded via the notifications in the software, however, they can be downloaded via the notification email. When I request a download from ShiftCare, where is notification sent?

† View only, cannot create shifts.

†† With the exception of the Ops role, only the Admin role has access to the Account menu. The Ops role can access Reminders.

††† Admin and Ops roles are the only roles who can edit a client's notes.

SMS messages 💬 Bulk SMS messages can only be sent by those with Admin role.

Account Owner

The system must have one person with the Admin role, this is often the person who started the account with ShiftCare. This person is designated the Account Owner.

Additional to the Admin access they have, this role can enable pdf files to be downloaded to the app. By default these are shown as read-only. This change can be made via the account settings page.

This article will help you change the account owner.

Further reading

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