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User Roles in Calamari

Learn what roles exist in Calamari, what permissions they have and how they help manage teams.

Agata Skowrońska avatar
Written by Agata Skowrońska
Updated this week

Role Structure in Calamari

In Calamari, each role determines which information and functions in the system a user can access. There are five main roles in Calamari:

  • employee

  • direct manager

  • team manager

  • company manager

  • administrator

Below is a description of each role, from the one with the fewest permissions to the one with the most. It’s possible to assign all roles to a single user.

Regular user

This is the basic role in Calamari. Every user gets it by default.

Permissions

Time & Attendance Module

Time Off Module

Core HR Module

  • View their own documents (if directory settings use Read access for the document owner) .

  • Add complete documents to their catalogue (if directory settings use Write and read access for the document owner).

Performance module

  • Add their self-review feedback.

  • Add peer review feedback (direct managers can assign users as reviewers for peer review feedback, or users can volunteer if stated in the configuration of the review process).

  • Check the deadline steps.

  • Read final evaluation – feedback from their direct manager.

Personal preferences

Regular employees do not have access to Reports or Configuration sections.

Direct manager

A role designed for individuals who oversee specified employees. A direct manager can view their direct reports' data and may serve as the approver if the approval process is configured to involve a direct manager.

One user can be a direct manager for multiple employees, however each employee can have only one direct manager assigned.

The Direct manager role also has all the permissions a regular employee role has.

Permissions

Time & Attendance Module

  • View timesheet entries and timesheet details of their direct reports.

  • Edit, add or delete timesheet entries on behalf of their employees (if stated in Configuration → Permissions that managers can edit timesheet on behalf of their subordinates).

  • Generate reports available in the Time & Attendance module for their subordinates (if stated in Configuration → Permissions that managers can view reports of their subordinates).

Time Off module

Core HR module

  • Read documents of their direct subordinates (if, according to the document directory settings, Direct manager has Read permission granted)

  • Add all types of documents to their direct subordinates' directories (if, according to the document directory settings, Direct manager has Write permission granted).

Performance module

  • Add their self-review feedback.

  • Add peer review feedback (other direct managers can assign users as reviewers for peer review feedback, or users can volunteer if stated in the configuration of the review process).

  • Assign subordinates as reviewers in their suboridinates peer review process.

  • Add final evaluation.

  • Check the deadline steps.

  • Read final evaluation – feedback from their direct manager.

Users with the Direct manager role do not have access to the Configuration panel.

Team Manager

A role intended for users supervising one or more teams. Team managers have access to their team members' data and can serve as approvers if configured in the approval process.

One user can be a team manager for multiple teams. Employees can also be a part of many teams at once.

The Team manager role also has all the permissions a regular employee role has.

Permissions

Time & Attendance Module

  • View timesheet entries and timesheet details of their teammates.

  • Edit, add or delete timesheet entries on behalf of their employees (if stated in Configuration → Permissions that managers can edit timesheet on behalf of their subordinates).

  • Generate reports available in the Time & Attendance module for their subordinates (if stated in Configuration → Permissions that managers can view reports of their subordinates).

Time Off module

Core HR module

  • Read documents of their subordinates (if, according to the document directory settings, Team manager has Read permission granted)

  • Add all types of documents to their subordinates' directories (if, according to the document directory settings, Team manager has Write permission granted).

Performance module

  • Add their self-review feedback.

  • Add peer review feedback (direct managers can assign users as reviewers for peer review feedback, or users can volunteer if stated in the configuration of the review process).

  • Check the deadline steps.

  • Read final evaluation – feedback from their direct manager.

Users with the Team manager role do not have access to the Configuration panel.

Company manager

A role with broad visibility – it allows viewing data for the entire company, without access to Configuration settings.

This role may be suited for HR or payroll representatives that need access to all employee info.

The Company manager role also has all the permissions a regular employee role has.

Permissions

Time & Attendance Module

  • View timesheet entries and timesheet details of all employees.

  • Edit, add or delete timesheet entries on behalf of all employees (if stated in Configuration → Permissions that managers can edit timesheet on behalf of their subordinates).

  • Generate reports available in the Time & Attendance module for all employees (if stated in Configuration → Permissions that managers can view reports of their subordinates).

Time Off module

Core HR module

  • Read documents of all employees (if, according to the document directory settings, Company manager has Read permission granted)

  • Add all types of documents to all employees' directories (if, according to the document directory settings, Company manager has Write permission granted).

Performance module

  • Add their self-review feedback.

  • Add peer review feedback (direct managers can assign users as reviewers for peer review feedback, or users can volunteer if stated in the configuration of the review process).

  • Check the deadline steps.

  • Read final evaluation – feedback from their direct manager.

Users with the Company manager role do not have access to the Configuration panel.

Administrator

An administrator manages the entire Calamari company account and organizational configuration. There can be many administrators and all have the same permissions.

The Administrator role also has all the permissions a regular employee role has.

Permissions

Time & Attendance Module

Time Off module

Core HR module

Performance module

  • Configure review process templates in the Configuration.

  • Start new review process.

  • Assign or unassign employees to the ongoing review process.

  • Assign reviewers to peer feedback.

  • Stop the ongoing review process.

  • Delete the review process.

General account configuration – all modules:

Additional roles

Performance Administrator

This role can be assigned to any user, regardless of their other role privileges, from a regular user to an administrator. The purpose of this role is to monitor the Performance review process smoothly.

The Performance Administrator can view all users' feedback throughout the process (self review, peer review, and managers' feedback in the final evaluation).

Tip: This role can be assigned to HR representatives if you do not want all administrators on your account to see the feedback details.

Approver

Approver is an additional permission level that allows specified people to approve or reject absence, remote, or timesheet entry requests.

The approver can be:

More on approval flows: How to configure an approval flow?

Summary

  • Employees register their working time, submit requests, and view their own data.

  • Direct managers, Team managers, and Company managers have access to the data and reports of their subordinates. Additionally, they can make changes to timesheet entries and submit requests on behalf of an employee.

  • Administrators manage configuration, employee data, reports, integrations, and the subscription.

Feature

Employee

Direct manager

Team manager

Company manager

Admin

Submitting own leave requests

✅

✅

✅

✅

✅

Submitting requests on behalf of others **

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Approving requests (as an approver) *

Optional

Optional

Optional

Optional

Optional

Viewing own timesheet

✅

✅

✅

✅

✅

Viewing and editing timesheet entries of other employees **

🚫

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Access to employee profile details ***

✅
(optional)

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Editing employee profile information **

✅
(own only)

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Access to employee documents **

✅
(own only)

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Access to reports **

🚫

✅

(direct reports)

✅
(team)

✅

(all)

✅

(all)

Company account configuration and integration management

🚫

🚫

🚫

🚫

✅

Access to the subscription panel

🚫

🚫

🚫

🚫

✅

* The approver (person approving requests) is independent of user roles. Any user can be assigned the ability to approve another employee’s requests, regardless of their role.

** Managers can view or edit information about their subordinates depending on the permissions granted in Configuration → Permissions, Configuration → Documents, or Configuration → Custom fields.

*** Regular users can view fields in other employees’ profiles depending on field visibility settings in Configuration → Custom fields.

Related Articles
Calamari features
What are the privileges of a manager in Calamari?
How can I set up a team manager?
Time clock rounding in Calamari
What is the Performance module in Calamari?
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