Roles and permissions
What each Inallow user can see and do depending on their rank, and how department supervisors work.
In Inallow each user has a rank, which decides which panels they can enter and which sections they see. In addition, any user can be the supervisor of one or more departments: this lets them review and approve their team's requests even if they are not an administrator.
You can see each person's rank in the Rank column of Employees.
User ranks
| Rank | For whom | What they can do |
|---|---|---|
| Employee | Any worker | Clock in and manage their requests from the clock-in app or the tablet. They cannot enter the admin panel, unless they supervise a department. |
| Clocks Administrator | HR or the people in charge of time tracking | Enter the admin panel and use all its sections. In Employees they can only view: they do not create, modify or remove employees. |
| Visits Administrator | Reception or security | Enter the Visits panel. They cannot enter the time-tracking admin panel, unless they supervise a department. |
| Clocks + Visits Administrator | Whoever manages both | The same as a Clocks Administrator and a Visits Administrator together. |
| General administrator | Management or the person who runs Inallow in the company | Everything above, and also creating, modifying, suspending and deleting employees and deciding who is an administrator. It is the only rank that can enter Inallow Admin. |
All ranks can clock in from the app, because an administrator is also an employee.
Special accounts
As well as the ranks for people, there are these accounts:
- Tablet license: the account a clock-in tablet signs in with. It is not a person and does not appear in Employees. It is created in Tablets.
- Visits License: the account of an Inallow Visits tablet. See the Visits help.
- Gestor: for accounting and payroll firms (gestorías and asesorías) that manage several client companies. It sees the Commercial section, from which it enters the companies linked to it.
- Reseller: for Inallow distributors, who have their own panel.
- API: a technical account for connecting other software to Inallow. See Integrations.
- Developer: reserved for the Inallow team.
These accounts are set up by the Inallow team, except tablets, which you create yourself.
What each person sees in the admin panel
Only administrators with access to Clocks (General, Clocks or Clocks + Visits) and department supervisors can enter the admin panel. If any other user tries to sign in, they will see a message saying they do not have enough privileges ("It seems that you don't have enough privileges to access this site") and their session will be closed.
| Menu section | General Administrator | Clocks and Clocks + Visits Administrator | Supervisor without an administrator rank |
|---|---|---|---|
| Start | Yes | Yes | Yes |
| Clock ins | Yes | Yes | No |
| Presence | Yes | Yes | Yes, for their team |
| Calendar | Yes | Yes | Yes, for their team |
| Absences | Yes | Yes | Yes, for their team |
| Request for hours | Yes | Yes | Yes, for their team |
| Compensatory time | Yes | Yes | Yes, for their team |
| Board | Yes | Yes | No |
| Analytics | Yes | Yes | Yes, for their team |
| Incidents | Yes | Yes | No |
| Employees | Yes, with full management | Yes, view only | Yes, view only for their team |
| Tablets | Yes | Yes | No |
| Settings | Yes | Yes | No |
| Salto KS | Yes | Yes (linking users requires a General Administrator) | No |
| Emergency button on the top bar | Yes | Yes | No |
The Commercial and Companies sections appear under the Administration heading only for special accounts: Commercial for accounting firms (Gestor rank) and Companies only for the Inallow team.
Other panels
From the apps button on the top bar (the one with nine dots) you jump to other Inallow apps without signing in again. Each person only sees the ones that apply to them:
- APP › Clocks: the clock-in app on the web, for everyone.
- APP › Visits: only if the user can create visitors.
- MANAGEMENT › Clocks: the time-tracking admin panel, for administrators with Clocks and supervisors.
- MANAGEMENT › Visits: the Visits panel, for administrators with Visits.
- MANAGEMENT › Admin: Inallow Admin, only for the General Administrator.
- MANAGEMENT › Reseller: only for distributors.
Change a user's rank
Only the General Administrator can change ranks. You do it in Inallow Admin (at admin.inallow.io, or from the apps button › MANAGEMENT › Admin).
Open the permissions
In Inallow Admin, click Permissions. Management permissions opens, with one row per user. Your own user does not appear: you cannot change your own permissions.
Tick the boxes
Each row has three checkboxes:
- Clocks: access to the time-tracking admin panel.
- Visits: access to the Visits panel.
- Admin: full access to the settings of all the apps, users and permissions. Ticking it also ticks Clocks and Visits, and they stay locked while Admin is ticked.
Use Search... to find a person by name. The question mark icon next to the title explains what each box gives.
Save the changes
While there are pending changes you will see "Unsaved changes" and the Save button. Click it. You will see "Saved changes" and the notice will change to "Changes saved".
The boxes turn into a rank like this:
| Boxes ticked | Resulting rank |
|---|---|
| None | Employee |
| Clocks | Clocks Administrator |
| Visits | Visits Administrator |
| Clocks and Visits | Clocks + Visits Administrator |
| Admin | General Administrator |
If the user had the panel open, they may need to reload the page or sign in again to see the changes.
An employee you create one by one always starts as Employee. If they are going to administer, change their rank here after creating them. When adding employees with a CSV file, the rank is given in the rank column.
Department supervisors
A supervisor is the person in charge of a team. They do not need to be an administrator: you just mark them as Supervisor of one or more departments. With that:
- They can enter the admin panel, even if their rank is Employee or Visits Administrator, and they see the sections shown in the table above.
- They only see the members of the departments they supervise.
- They accept or reject those members' absences, overtime requests and compensatory time, and can record them on their behalf. See Approve or reject vacation days and Approve or reject overtime.
- They can never answer their own requests.
- In Employees they can only view their team's records, without changing them.
Assign supervisors and members
Open the department
In the admin panel, go to Settings › Departments and click Manage members on the department's row. If you do not have any departments yet, create them first (see Departments).
Tick each person
A list with all the employees opens. For each one tick:
- Member: they are part of the team.
- Supervisor: they are in charge of the team.
A person can be both at once, a department can have several supervisors and an employee can be in several departments. Use Search... to find someone, or untick Show all and leave Member or Supervisor ticked to see only those people.
Save
Click Modify. A confirmation message appears ("Members updated"). If you close with unsaved changes, you will be asked whether you want to save them.
Who approves what
| Request from… | Who can accept or reject it |
|---|---|
| Any employee | Administrators with access to Clocks (General, Clocks or Clocks + Visits). |
| A member of a department | In addition, the supervisors of that department. |
| A supervisor | An administrator, or another supervisor of a department they are a member of. Nobody approves their own requests as a supervisor. |
The department selector
Anyone who supervises at least one department sees the Department: selector on the top bar, with the Show all option and the list of their departments. If they choose one, the admin panel only shows the members of that department until they go back to Show all. This also applies to administrators who are supervisors.
Email alerts for pending requests
Administrators with access to Clocks and supervisors can get an email with the number of absences or overtime requests waiting for an answer. Each supervisor only gets those of their own team counted. It is turned on per person in Inallow Admin › Users › the person › Clocks tab:
- Do you want this employee to be notified of pending absences?
- Do you want this employee to be notified of pending requests for hours?
When you tick each box, Week days appears (MON, TUE, WED, THU, FRI, SAT, SUN) so you can choose which days it is sent. It only arrives if there are pending requests that day.