The chain

Several locations, departments and roles from one panel

Every site of the chain with its own shift types, prices, positions and manager. The director sees the whole chain, a manager only their location, the accountant only payroll. Rights come as roles: ready-made ones to edit, or your own for every position.

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How InShift is built for a chain

An organisation in InShift is a chain of locations. A location has a name, an address, a colour, work days, its own shift types with prices and its own positions, grouped into departments. A person belongs to a “Primary Location”, can be on the rota of “Additional Locations”, and can be marked available for substitution at sites where they do not work regularly. The rota is built per site, and the “All locations together” view shows the chain on one screen.

Who sees what is decided by roles. Every person gets a role in their card: an employee sees their own rota and their own pay, a manager runs the rota and the team of their locations, a director sees the whole chain and the settings. For an accountant, a shift lead or a regional manager a role of their own is built, with rights on specific sections and locations. Every screen is below on real frames of the panel.

Locations

Every site with its own rules

The location card holds everything that makes one site different from the next: the address, the “Work days”, the departments with positions, and “General shifts” with shift types, times and prices. The cafe, the warehouse and the office of one chain run on different shifts, and the planner of every site offers its own types.

  • A name, an address, a colour and work days for every site
  • Own shift types and shift prices: a “Morning” at the cafe 210, at the warehouse 250
  • Positions by department inside the location: “Front Office”, “Back Office” or your own
  • A time through midnight for sites with night shifts
  • A “Group” of locations, so a regional manager sees their sites as one list
Create a location and its shift types

Departments and positions

Positions grouped into departments

The “Job positions” tab under “Employees” answers “who does what”. Positions are grouped into departments, and in the planner people sit in rows by department, with the number of positions filled for the day in the department header.

  • Departments: “Kitchen”, “Floor”, “Bar”, or “Front Office” and “Back Office”
  • The position decides who a person sees in the substitute list and which open shifts they can ask for
  • How many people hold each position is visible in the list
  • “Add department” and “Add position” right on the tab
Job positions and departments

Access rights

Ready-made roles, and your own for every position

The “Access rights” tab holds the organisation’s roles: ready-made ones for the employee, the manager and the director come with a new organisation and can be edited like your own. For the accountant a role with “View payroll” across the entire network and no rota; for a shift lead “Edit rota” on their own site only.

  • The employee: their own rota, their own pay, the colleagues of their locations
  • The manager: the rota, the team, requests and payroll of their locations; rates untouched, organisation settings out of sight
  • The director: the entire network, payroll, locations, positions, settings
  • Your own role: any set of rights, assigned in the person’s card
Roles and permissions

The role editor

Every right with a scope: own, my locations, the entire network

A role is a set of rights by section: the rota, the team, payroll, requests, stats, announcements, property, time tracking, the organisation. Every right has a scope: “None”, “Own”, “My locations” or “Entire network”. So a manager edits the rota of their site and sees its payroll, while rates are changed by the director alone.

  • “View rota” and “Edit rota” apart: a shift lead views, a manager edits
  • “View payroll” and “Manage payroll”: the accountant sees everything, rates are changed by the director alone
  • “Approve time-off” and “Approve substitutions” for whoever decides on requests
  • “Manage property”, “Manage time tracking”, “Publish announcements”, each with its own scope
  • “Admin panel access”: without it a role works in the app only
Admin panel access

The chain on one screen

All locations together, and the whole team

The director looks at the chain as a whole: the rota of every site on one screen, and the people by location and position.

  • “All locations together”: the chain on one screen, each site in its own block.
  • “Employees”: people by location and position, everyone’s card with their role.

The manager from a phone

The chain’s team in the manager’s app

A laptop is optional: the manager’s app has the team, the planner, requests and the day’s summary. Locations switch at the top of the screen: the director sees every site, a manager only theirs, because the scope comes from the role.

  • The team by location and role, with a search by name
  • The planner, requests and payroll of the same sites in the same app
  • The same rights of the role in the panel and on the phone
The team in the manager’s app

Who works in a chain, and what they see

The owner

The entire network, payroll, locations, roles and settings. Registers the organisation and invites the first managers.

The regional manager

A role of their own on a group of locations: the rota, the team and the requests of their sites, and the stats for them.

The site manager

The manager role: the planner, the team, requests and payroll of their location. Rates untouched, other sites out of sight.

The accountant

A role of their own: “View payroll” across the entire network and the export of the pay sheet, with no rota and no team.

The shift lead

A role of their own: “View rota” and “View team” for their site, “Manage time tracking” for manual clock-ins.

The employee

The employee role: their own rota, their own requests, their own pay and the colleagues of their location in the app.

Roll out a chain in three steps

  1. 1

    Locations

    “Locations” → “Add Location”: the name, the address, the work days. In the card, the shift types and the departments with positions.

  2. 2

    People and roles

    Everyone’s card: the primary location, the position, the role. The site manager gets the manager role, the rest the employee one.

  3. 3

    The rota per site

    Every manager runs their own location, the director sees “All locations together”. Requests and payroll filter by site.

A chain in separate files and a chain in InShift

The chain’s rota

A file or a chat per site
Several files that never agree
One organisation in InShift
“All locations together” and every site’s rota on its own

Who sees pay

A file or a chat per site
Everyone with the file
One organisation in InShift
Only roles with “View payroll” in their scope

A person at two sites

A file or a chat per site
Twice, in different files
One organisation in InShift
A primary and additional locations in one card, hours counted together

A new site manager

A file or a chat per site
Hand over files and passwords
One organisation in InShift
The manager role in the card, access to their location only

Shift prices

A file or a chat per site
Own formulas in every file
One organisation in InShift
A price on the shift type in the location card, pay counted by itself

Frequently asked questions

How many locations can one organisation have?▾

As many as you have sites. Every location has its own shift types, positions and rota, and “All locations together” shows the chain on one screen. A “Group” of locations gathers the sites of a region under one manager.

Can one person work at several sites?▾

Yes. The person’s card has a “Primary Location” and “Additional Locations” where they are on the rota too. Separately, “Available for substitution” opens them up for one-off cover at sites where they do not work regularly. Hours from all sites are counted together in payroll.

What does a site manager see?▾

The manager role gives the rota, the team, requests, payroll, stats and property of their own locations. They do not change rates, do not touch the organisation settings, and other sites do not exist for them. If you need it otherwise, the role is edited or a new one is built.

How do I give the accountant access to payroll only?▾

Build a role on the “Access rights” tab: “View payroll” across the entire network, “Admin panel access”, everything else “None”. The accountant signs in to the panel and sees only “Payroll” with the export.

Can the ready-made roles be changed?▾

Yes. The roles that come with a new organisation are ordinary roles created in advance. They can be edited, renamed, or deleted if nobody holds them. A change to a role applies at once to everyone who holds it.

Do the panel and the app need separate accounts?▾

No. One sign-in for everything: a person with “Admin panel access” opens admin.inshift.app and the same app on the phone. A manager without that right works in the app only, which also has the planner and requests.

Can different locations have different time zones?▾

The “Timezone” is set for the organisation in the settings: it decides “today” in the rota, reminders and request deadlines. A chain in one time zone is the usual case; for an international chain write to support.

What does an employee see in the app?▾

Their own rota, their own requests and swaps, their own pay on the “Stats” tab, the colleagues of their locations in the chat and in the substitute list. Other people’s rates, other sites and the settings are not in the app.

Bring every site into one panel

On Basic the number of locations is not limited, and the whole chain can be on board from the first week.

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