One product for the whole team. Staff, supervisors, managers, payroll and administrators all use the same Halmsian, and each person's role decides what they see, what they can do and what they can approve.
Roles differ only in what they can do, where they can do it and what they can approve.
01
One product for everyone
There is no separate app for managers or staff. Everyone signs in to the same Halmsian, and their role decides what they can see and do, and where.
02
Checked on our servers
Permissions are enforced on the server for every action, not by hiding buttons. A screen someone should not see is refused, not just hidden.
03
Reach follows the role
Each permission applies to a set reach: the person themselves, their direct reports, the venues they are assigned to, or the whole company.
04
Nobody approves their own request
The approver can never be the person who raised a request or the person it is about. Halmsian checks this from the stored record.
05
Separation of duties
Some pairs of powers are kept apart. Payroll runs pay and an administrator approves it. Whoever sets an approval threshold cannot approve against it, and whoever raises a security change cannot approve it.
06
Every change on the record
Actions are written to an audit trail that cannot be edited or deleted. Mistakes are corrected by adding a new entry, and the trail can be checked for tampering.
Who can do what
The standard workforce roles at a glance. Own means their own records, Team means people who report to them, Venues means the venues they are assigned to, and Company means everywhere.
Swipe to see every area
Access for each standard Halmsian workforce role by area
Your plan decides which areas are switched on. HR, approvals and WHS need Business or Enterprise. Payroll, finance, suppliers and integrations need Enterprise. Compare plans
01
Employee
Their own records
Self-service access to their own account and work records.
What they do
Every member of staff starts here. Employees see their shifts, record their time, ask for leave and keep their own details up to date, all from their phone or a venue kiosk.
Key features
See their own roster, offer shift swaps and set availability
Clock in and out, start and end breaks
Submit time corrections and raise a dispute on a timesheet
Request leave and check their balance
Keep their profile, emergency contacts and certifications current
Read and acknowledge workplace policies
See their payslips and manage their bank details
Submit expense claims and report a safety incident
Permissions and limits
Sees only their own records, never a colleague's
Cannot approve anything, including their own requests
Typically approves
Nothing. Their requests go to a supervisor or manager.
02
Supervisor
Their direct reports, at their assigned venues
Day-to-day oversight of the team that reports to them at their assigned venues.
What they do
Supervisors run the shift on the floor. They see who is on, deal with clock exceptions as they happen and help shape the roster, while managers keep the final say on publishing.
Key features
Live view of who is clocked in across their team
Draft shifts at their venues and assign their own team to them
Fix clock problems: approve exceptions, override a clock event and make corrections for a team member
Review timesheets and overtime for their team
See leave and cover for their team
Assign training, give recognition and feedback
See and assign safety incidents at their venues
Run reports for their venues
Permissions and limits
Works only with people who report to them, at venues they are assigned to
Can draft shifts but cannot publish a roster
Cannot approve a request they raised or one about themselves
Typically approves
Shift swaps and availability changes for their team
Clock exceptions for their team
First-level approvals when your company turns on supervisor-first approval, including overtime up to the limit you set
03
Manager
Their direct reports and their assigned venues
Manages the people who report to them and the venues they are assigned to.
Approvals and WHS need Business or Enterprise. Finance and point-of-sale tools need Enterprise.
What they do
Managers own the week at their venues. They build and publish the roster, approve time and leave, and keep an eye on labour cost, safety and sales for the venues they look after.
Key features
Build, assign and publish rosters for their venues
Approve shift swaps and availability changes
Approve timesheets, time corrections and clock exceptions
Approve leave and check team balances and cover
Raise staff changes such as moves and pay changes for HR to decide
Run performance reviews and training
Publish documents and manage safety incidents and hazards at their venues
Reports, exports and alerts for their venues, including the pay-run summary
Point-of-sale sessions, cash and checks at their venues
Permissions and limits
Works with their direct reports and the venues they are assigned to
Can raise staff changes but not decide them
Cannot approve a request they raised or one about themselves
Typically approves
Timesheets, leave, overtime and clock exceptions for their team
Rosters, swaps and availability
Expense claims, purchase requests, purchase orders and supplier invoices at their venues
Safety incidents at their venues
04
Site Manager
The venues they are assigned to
Runs the venues they are assigned to: the people, rosters, attendance, approvals and operations there.
Approvals and WHS need Business or Enterprise.
What they do
For a venue or site lead. Site managers have the manager's tools for everyone working at the venues they are assigned to, not only the people who report to them, and they can add staff at those venues.
Key features
Build, assign and publish rosters for their venues
Approve timesheets, leave, overtime and clock exceptions for staff at their venues
Invite new staff to their venues
Shift opening, closing and handover, site logs and operational alerts
Safety incidents, hazards, contractors, visitors and equipment at their venues
Reports and dashboards for their venues
Permissions and limits
Works only at the venues they are assigned to
Can only invite someone into a role whose access they hold themselves
Cannot approve a request they raised or one about themselves
Typically approves
Timesheets, leave, overtime, rosters and clock exceptions at their venues
Safety incidents at their venues
05
General Manager
The whole company
Company-wide oversight: every venue, team and person, with the manager's approvals and executive oversight.
Executive approvals need Enterprise. Approvals and WHS need Business or Enterprise.
What they do
For the person who runs operations across every venue. General managers have the manager's and supervisor's tools across the whole company, plus executive approvals, risk, safety and compliance oversight and company-wide reporting.
Key features
Rosters, timesheets, leave and attendance across every venue
Approve what managers approve, company-wide
Executive approvals and the approval matrix
Risk, safety, compliance and data governance oversight
Assign site managers to venues and manage teams
Invite staff anywhere in the company
Company-wide dashboards, reports, labour cost and budgets
Permissions and limits
Never manages billing, the plan or company features
Does not edit roles, grant permissions or change sign-in rules
Can only invite someone into a role whose access they hold themselves
Cannot approve a request they raised or one about themselves
Typically approves
Everything a manager approves, at every venue
Executive approvals, on Enterprise
Risk acceptance and compliance items
06
Payroll
Hours and pay, company-wide
Reads worked hours, attendance and overtime across the company, and locks, reopens and exports timesheets for pay.
Payroll needs Enterprise.
What they do
Payroll turns approved hours into pay. They see attendance and timesheets for the whole company, prepare and run the pay run, and hand it to an administrator to approve.
Key features
Read attendance, timesheets and overtime company-wide
Lock, reopen and export timesheets for pay
Create and run pay runs, and lock them once done
Ask for a locked pay run to be unlocked
Decide timesheet disputes at their assigned venues
Read leave and staff profiles needed for pay
Permissions and limits
Does not build rosters or approve leave
A locked pay run can only be reopened through an unlock request someone else approves
Typically approves
Timesheet disputes at their assigned venues
07
Company Admin
The whole company
The administrator: org chart, venues, people, roles, access, sessions and the audit trail, company-wide.
Audit pack exports, the security centre, admin delegation, single sign-on and executive approvals need Enterprise.
What they do
The person, or people, who own the account. Company admins set the company up, decide who holds which role and set the rules everyone else works within.
Key features
Set up the org chart, venues, roles and who holds them
Invite, suspend and offboard people
Full HR: contracts, work rights, movements and terminations
Set clocking rules, geofences, trusted networks and leave policies
Approve pay runs, adjustments, unlocks and bank files, and set payroll settings
Run finance: spending limits, suppliers, purchasing, invoices and payment runs
Set up WHS, documents, retention and legal holds
Security centre, access reviews, audit trail and integrity checks
Billing and plan
Every report and dashboard
Permissions and limits
Configures rostering rules but does not build or publish rosters by default
Approves pay runs but cannot create or run one, so pay always needs two people
Employee-relations cases, releasing a legal hold and personal-data exports are kept out of the standard role
Cannot set an approval threshold and then approve against it
Typically approves
Pay runs, pay adjustments, unlocks and bank files
Staff changes raised by managers
Executive approvals, on Enterprise
IT and security roles
For groups with their own IT team or provider. These roles look after sign-in, devices and security without reaching into HR, pay or finance records.
08
IT Admin
IT systems, company-wide
Administers the company's identity, devices, integrations, configuration, jobs, assets and IT service desk.
What they do
Every company names an IT administrator before it goes live: a second, different person from the company admin, signing in with a second step. IT admins keep sign-in, devices and integrations running, and can restore the company admin's access if it is lost, without seeing anyone's HR, pay or finance records.
Key features
Identity and sign-in settings
Reset a person's second sign-in step, including the company admin's
Invite a new company admin, after confirming with a second sign-in step, only when every company admin has left or none has signed in for 14 days; every company admin is emailed, the invitation waits 72 hours and is cancelled if a company admin signs in
Devices and assets
Integrations, configuration and scheduled jobs
IT service desk and knowledge base
Permissions and limits
Must be a different person from the company admin: one account cannot hold both roles
Can never suspend, remove or disable a company admin
Approves nothing
Reads no HR, payroll or finance records
Every reset and restore is on the audit trail
Typically approves
Nothing. Their sensitive changes are approved by a security admin.
Security admins watch for trouble and respond to it, and they are the second pair of hands for changes IT cannot approve for themselves.
Key features
Security alerts and incidents
Containment, such as ending sessions or blocking a device
Security policy
Audit trail
Permissions and limits
Cannot approve a change they raised themselves
Typically approves
The security changes and access requests IT admins cannot approve for themselves
10
IT Support
IT service desk
Works the IT service desk: tickets, knowledge base, and read-only views of users, sessions, devices, health and assets.
What they do
First-line help for staff who are locked out or stuck. IT support can look, but not change, so help never becomes a back door.
Key features
Service desk tickets
Knowledge base articles
Read-only views of users, sessions, devices, system health and assets
Permissions and limits
Read-only outside the service desk
Typically approves
Nothing
11
Security auditor
Read-only, by approved grant
Read-only access for an external auditor to one part of your security programme.
What they do
When an external auditor reviews your security, you give them read-only access to exactly what they need, through an approved grant, rather than a full account.
Key features
Separate roles for frameworks, controls, evidence, reports, risks and findings
Read-only across the company for the area granted
Permissions and limits
Can never change anything
Access is given through an approved auditor grant
Typically approves
Nothing
Outside the company
People who are not your staff and never hold a staff role. Suppliers only take part when you choose, and you can keep their records without involving them at all.
Secure links
No sign-in. Each link opens one order, delivery, invoice request, certificate request or payment advice, expires after 7 days (30 for certificates) and can be cancelled.
Supplier accounts
A separate supplier portal with a password and an authenticator app, showing only that supplier's records with your company.
12
Supplier
Their own orders, invoices and certificates with one company
An outside business you buy from. Only takes part if the company chooses to involve suppliers.
Supplier links and accounts need Enterprise.
What they do
During setup the company decides whether to manage suppliers in Halmsian, and whether suppliers take part. If they do, suppliers use secure links (no sign-in, one job per link, expire after 7 days, or 30 days for certificate requests) or a supplier account with two-step sign-in, chosen for the company or per supplier.
Key features
See and accept purchase orders
Confirm delivery dates and quantities
Send invoices
See payment status and remittance
Upload certificates such as food safety and insurance, with expiry reminders
Ask for company or contact detail changes, which the team approves
Permissions and limits
Sees only their own records with that one company
A secure link opens one order, delivery, invoice request, certificate request or payment advice and nothing else
Cannot change bank details directly: a bank change goes through the company's finance approval and a call-back to a contact it already holds
Holds no staff role and never sees staff, rosters, pay or other suppliers
Yes. Copy a standard role, rename it and adjust what it can do, then assign it. Standard roles themselves never change, and a copied role can never be given more power than the person creating it holds.
Do supervisors have to approve before managers?
It is your choice. By default requests go straight to managers. You can turn on supervisor-first approval, and set how much overtime a supervisor can approve on their own, from 15 minutes up to 24 hours. The default limit is 4 hours.
Can someone approve their own leave or timesheet?
No. Halmsian refuses any approval where the approver raised the request or the request is about them.
Are there spending limits?
Yes. A company admin can give individual people a spending limit, optionally for a cost centre or category and for a set period.
Can our suppliers use Halmsian?
Only if you choose. During setup, or later in Settings, you decide whether to manage suppliers in Halmsian and whether they take part. Suppliers can use secure links that do one job each, a supplier account with two-step sign-in, or both. They only ever see their own orders, invoices, payments and certificates with your company, and they can never change bank details without your finance approval and a call-back check.
Is there a general manager or site manager role?
Yes. A Site Manager runs the venues they are assigned to, for everyone working there. A General Manager has the same tools across the whole company, plus executive approvals and risk, safety and compliance oversight, but never billing or role and sign-in administration. If you need a different mix of powers, copy a standard role and adjust it.
Why do we need an IT administrator before going live?
So one lost phone or one departed person can never lock your company out. Before your company goes live, a second, different person holds the IT Admin role and signs in with a second step. They can reset the company admin's second sign-in step, and if every company admin has left or none has signed in for 14 days, invite a new company admin. Every company admin is emailed, the invitation cannot be accepted for 72 hours, and it is cancelled if any company admin signs in during that time. An IT administrator can never suspend or remove a company admin, and one account cannot hold both roles.
Give every role the right access
Choose Starter or Business after setup and try it free for 14 days. No card needed.