Employees and Roles

Use Employees & Roles to add team members, control what they can do, and organize them by role, designation, or group.

Before you start

• Confirm your account can open Settings > Employees & Roles.
• If a section or action is missing, see Permissions and Visibility.
• A new employee needs a Designation and at least one Role And Permission assignment, so confirm those exist before you add anyone. Designations and roles can be set up later in this article if you do not have suitable values yet.
• Plan roles around real responsibilities. Avoid giving broad access just to finish setup quickly.
• If you are an employee trying to understand what you can do in Assisterp, see Permissions and Visibility.

Open Employees & Roles

1. Sign in to Assisterp.
2. Select Settings from the left sidebar.
3. Select Employees & Roles.

The Employees & Roles section can include:

• Employees for staff in the branch or workspace you are managing.
• Roles for permission sets.
• Designation for job titles or responsibility labels.
• Groups for organizing employees.
• All Branch Employees for administrators who manage employees across branches.

Add an employee

Use this when a new team member needs an Assisterp account in your firm.

1. Open Employees.
2. In the action bar, select Add (the plus icon).
3. Enter the employee’s first name, middle name if any, and last name.
4. Enter the email address. This becomes the sign-in email.
5. Enter the phone number, extension, date of birth, gender, and User Type.
6. Select the Branch the employee will work in.
7. Select the Designation.
8. In Role And Permission, select one or more roles. You can assign more than one role here.
9. Select Add.

The employee can sign in once their account is active. Share the sign-in page with them and ask them to set a password through Forgot Password? on first use if your firm does not send a password directly.

Change an employee’s permission, role, or designation

Use this when someone’s responsibilities change. Changing an employee’s permission usually means changing their Role And Permission assignment; if the role itself needs different access, update the role’s permissions instead.

1. Open Employees.
2. Select the employee.
3. Open Roles & Permission.
4. Update the Designation or Role And Permission selections.
5. Select Update.

Role changes take effect on the employee’s next page load or sign-in. Review the change before saving — updating roles can immediately change what the employee can view or edit.

Transfer an employee’s work

Use this when an employee is leaving, changing teams, or otherwise should no longer hold their open tasks, meetings, or clients — move that work to another active employee instead of reassigning it item by item.

1. Open Employees.
2. Select the employee whose work you want to move.
3. Open Work Transfer.
4. Switch between the Task, Meeting, and Client tabs to review what is currently assigned to this employee.
5. Choose how much to move:
   • To move everything across all three tabs, select Transfer All.
   • To move only some items, tick them in one or more tabs (the header checkbox selects every row on the current page; turn on Select all [count] records in this tab to include every page, not just the one you’re viewing), then select Transfer Selected.
6. In the dialog, choose the Select Employee to receive the work. The list shows active employees across every branch and cannot include the employee you’re transferring from; confirming the transfer also checks that the chosen employee is active in your current branch, and is rejected if not — so pick someone active in the branch you’re working in.
7. Confirm the transfer.

A transfer is all or nothing: Assisterp re-checks that every item you selected is still there, moves all of it in one step, and reports how many records were transferred. If the items changed while the dialog was open — for example, someone else updated the list — nothing is transferred; close the dialog, refresh the list, and select again.

Add an existing employee to another branch

Use this when someone already has an Assisterp account at your firm and now needs to work in another branch as well.

1. Open Employees.
2. In the action bar, select Add Employee Into Branch if it is visible to you. The control is permission-gated and is separate from the main Add button.
3. Select the Employee, Designation, and Role And Permission for the new branch assignment.
4. Select Add.

Create a role

Create roles before assigning employees so each person receives the right access from the start.

1. Open Roles.
2. In the action bar, select Add (the plus icon).
3. Enter the Role Name.
4. Enter a Sub Role Name if your firm uses sub-roles.
5. Select a Role Level.
6. In Set Permissions, open a permission tab.
7. Turn on the main switch for an area you want the role to access.
8. Open the permission sections under that area.
9. Use Select all to grant every permission in a section, or turn on individual permission switches.
10. Select Add.

Parent permissions control the permissions beneath them. If a child switch is disabled, turn on its parent first. Turning a parent permission off removes the permissions under it.

Update a role’s permissions

Use this when a role needs more or less access than it currently has.

1. Open Roles.
2. Select the role you want to update.
3. On Update Role, review the role name, sub-role name, and role level.
4. In Set Permissions, turn permission switches on or off.
5. Use Select all only when every permission in that section is appropriate for the role.
6. Select Update.

The protected role named Administrator with sub-role Full Access cannot be edited from this screen. If a role is no longer needed, users with the right access can change its status or delete it from the role details page.

Manage designations

Use Designation to maintain the job titles or responsibility labels that show on employee records.

1. Open Designation.
2. In the action bar, select Add (the plus icon).
3. Enter the designation name.
4. Select the Type that fits the role (for example, an internal job title or a customer-facing label).
5. Select Add.

Manage groups

Use Groups to organize employees into working groups so they can be assigned, filtered, or contacted together.

1. Open Groups.
2. In the action bar, select Add (the plus icon).
3. Enter the Group Name.
4. Add a Description if it helps your team understand the group’s purpose.
5. In Add Members, select the employees for the group.
6. Select Add.

Troubleshooting

• Missing section or action: ask an administrator to review your permissions for Employees & Roles.
• The Add Employee Into Branch button is not visible: it is permission-gated. Use Add instead, or ask an administrator.
• Permission switches are disabled inside a role: turn on the parent permission first, or confirm the role is not the protected Administrator / Full Access role.
• An employee has the wrong access: check both the employee’s Role And Permission assignment and the permissions inside the assigned role.

What to do next

• Move into Clients so the team can start working with client records.
• Use Settings when you are ready to set up workflows, templates, lists, notifications, or custom fields.