Creating and Managing Roles

What Are Roles?

Roles represent job positions in your organization (e.g., Nurse, Cashier, Manager, Server). They are used throughout CrewHR to:

• Categorize employees by their job function
• Define coverage requirements (how many of each role you need per day)
• Filter schedules and timesheets
• Control distribution rules across zones

Accessing Roles

Navigate to Settings > Roles from the settings sidebar.

Creating a Role

1. Click New Role
2. Fill in:
   • Name (required): The role title (e.g., "Registered Nurse", "Line Cook", "Sales Associate")
   • Description: Optional notes about the role's responsibilities
   • Color: Pick a color for visual identification on schedules and badges
3. Click Save

Editing a Role

1. Find the role in the list
2. Click the edit icon
3. Update the name, description, or color
4. Click Save

Changes to a role name or color are reflected immediately across the app, including on schedules, employee profiles, and coverage matrices.

Deleting a Role

1. Click the delete icon on a role
2. Confirm the deletion

Before deleting, CrewHR checks for dependencies. You cannot delete a role that is currently assigned to employees or used in coverage requirements. Reassign employees and update coverage first.

How Roles Are Used

In Employee Management

Each employee is assigned one or more roles. The role determines what shifts they are eligible for and appears on their profile and schedule.

In Coverage Requirements

The coverage matrix is organized by role. You define how many of each role you need per day at each location.

In Scheduling

When building schedules, you can filter by role to see coverage for specific positions. The auto-scheduler uses roles to match employees to the right shifts.

On the Schedule View

Roles appear as colored badges on shift cards, making it easy to see the role mix at a glance.

Tips

• Use consistent naming: Pick role names that everyone in your organization uses and understands
• Assign colors thoughtfully: Choose distinct colors for roles that frequently appear together on the same schedule
• Keep the list focused: Only create roles that have distinct scheduling needs. If two roles always have the same shift patterns and coverage, they might be the same role