Explanation of Permission Sets

Permission sets allow Administrators to revoke access to certain default features or add selected features to individuals in any user role. This allows you to create a tailored user experience with more limited accessibility if necessary.

Administrator Permissions

An Administrator permission set can be used to limit fellow Administrator access on the site. Options include:  

Employer: 

• View Employer Profiles – Profiles include the customer name, phone number, general and billing addresses, addresses of physical locations, unique billing or pay rates if applicable, main contact and billing email, invoice grouping preferences, and credit and transaction history on account.
• Manage Employer Profiles – Allows for modification of Employer profile information.
• Create or Update Employer Users Profile– An Employer user account gives a vendor contact access to a mini portal of PowerDetails to request jobs, view the calendar of jobs for their employer, and access invoices sent by administrators. Fields on the profile include name, contact information, and optional IDs. Administrators with access to this page can update the user’s password or generate and email a new one, unlock the account after 5 failed password attempts, activate/deactivate profile, and add a permission set.
• Approve Employer Users – Agencies have the option to place a request link on their website for Employer contacts to request a PowerDetails account. This permission allows Administrators to review and approve their request.

Personnel:

• Create or Update Personnel Profiles – Add/update Personnel users. Profile includes name, contact information, optional IDs, and seniority number. Administrators with access to this page can update the user’s password or generate and email a new one, unlock the account after 5 failed password attempts, activate/deactivate profile, add a permission set, set unique pay/billing rates for this user, block the user from applying for jobs for a period of time, and control membership to groups.
• Approve Personnel Profile Requests – Agencies have the option to place a request link on their website for new employees to request a PowerDetails account. This permission allows Administrators to review and approve their request.
• Edit Seniority – Enter or change the level of seniority for Personnel, if applicable.
• Create or Update Administrators – Add new Administrators and modify information in their profile, fields include Administrator name, contact information, and optional IDs. They may generate and email a temporary password if needed, unlock a user account after 5 failed login attempts, activate/deactivate the profile, and add a permission set.

Jobs:

• Create New Jobs – Add jobs to the calendar for Personnel to apply for. Administrators will be able to select the Employer the job is for, the location where it is happening, start and end times for the overall job, job type (category), how many Personnel are needed to work the detail, pay/billing rates for the job, attach fee templates, restrict the job to certain Personnel classes (ranks) or select groups that have access to it, manage when the individual job is locked/unlocked, add files to be accessible to Personnel, enter unique billing information if necessary, and manually assign Personnel to work the job.
• Update Job Information – Make edits to the overall job information, like the location where it is happening, start and end times for the overall job, job type (category), how many Personnel are needed to work the detail, pay/billing rates for the job, attaching fee templates, restricting the job to certain Personnel classes (ranks) or select groups that have access to it, manage when the individual job is locked/unlocked, add files to be accessible to Personnel, and entering unique billing information if necessary.
• Terminate Jobs – Removing a job from the calendar. This automatically removes the people who were assigned to work it (if any).
• Assign Personnel – Manually add Personnel who will be working the job and edit their assigned times and rates when necessary.
• Add Recurrences – Create a recurring pattern for a job that is happening more than once. Recurrences are able to be modified in bulk if the “Update Job Information” permission is enabled.
• Copy Jobs – Create different shifts or occurrences for jobs by copying an existing one.
• Search Events (Enterprise Edition) - The Events module allows Administrators to group jobs together to track a singular event, such as a festival happening over a weekend. This permission includes the ability to view Events. Fields for Events include the event code, name of event, overall event times, jobs included in the event, and ability to monitor staffing progress.
• Create or Update Events (Enterprise Edition) – Add or update existing events.
• Approve Job Requests – When Employers request jobs from their user account, the Administrators can approve or deny this request. 
• Approve Job Applications (Manual Approval) – Ability to approve/unapprove job applications. If activated, this page will show the job ID, the job’s start/end time, name of the people who applied, their seniority, the date of application, the date they last worked, the next date they will work, warnings if an application is conflicting, and any custom columns of data built in the site settings.
• Search Job Sets – Ability to view a list of past and upcoming job sets. List includes the locked date ranges, when they will unlock, and notes if application times have been generated (when applicable)
• Create or Update Job Sets – Add/update a specified bidding period for Personnel to apply for jobs. This feature will unlock a range of jobs for a specified time. Administrators are able to generate times that will give Personnel specific times to apply for jobs within the job set. Fields include title, bid type, locked date range, and bid start/end times. Applicable rules may be set on the Enterprise Edition.
• Delete Job Sets – Remove a job set from the site.
• Change Rates Screen (Bulk Rate Changes) – The ability to change multiple Personnel pay rates and billing rates at once for jobs on the calendar.

Billing: 

• View Billing History – Listing of reported hours, job IDs, invoice IDs, Employer they worked for, Personnel name, start and end times, hours, pay rates, billing rates, and the totals for a date range. 
• Bill Completed Jobs – Ability to report hours worked on behalf of Personnel. The list of jobs waiting to be reported includes Personnel name, job ID, Employer, scheduled start/end time, and the date they applied for the job. If reporting hours, the scheduled start/end time appears and can be modified to reflect actual hours worked. Comments can also be recorded when the job did not go as scheduled. If applicable, Administrators may also be able to alter the bill cycle associated with this job in certain circumstances. This will allow it to be moved to a different invoice.
• Access Billing Approval - If activated in the site settings, this page allows Administrators to review hours reported by Personnel. Fields include Personnel name and ID, their reported time, their originally scheduled hours, pay hours, billed hours, pay rate, billing rate, comments left by Personnel, and comments left by other Administrators if they overrode any information. Administrators can approve or reject reported hours, and override rates and hours as needed.
• Billing Approval - Approve Reported Details – Approve hours reported by Personnel.
• Billing Approval - Override Reported Details – Make changes on hours reported by Personnel, or the rates originally entered on the job. Overrides require a comment by Administrators and are tracked.
• Reject Reported Details – If corrections need to be made, an Administrator is able to reject hours reported via an invoice or the Billing Approval page (if activated). Personnel can then report the hours again or Administrators may do this on their behalf.
• Billing Approval - Unapprove Previously Approved Details – Ability to unapprove details that were previously approved by an Administrator. 
• Search Invoices - View a list of invoices generated in PowerDetails. Listings include the invoice IDs, Employers they are for, associated bill cycle for the invoice, invoice status, progress of reported details on the invoice, amount due, amount paid, and invoice date. Administrators have the ability to export the invoice to Excel or PDF, mark the invoice as sent or email the invoice.
• Update Invoice Information – Update the standard invoice comment as recorded in site agreements, change the invoice date or due date, update the billing information for the invoice, view the invoice history, and attach fees to an invoice.
• Search Estimates (Enterprise edition) – View a list of estimates created in PowerDetails. Listings include the estimate ID, Employers they are for, associated date range of jobs included on the estimate, estimate status, amount due, amount paid, and estimate date. Administrators have the ability to export the estimate to Excel or PDF, mark the estimate as sent or email the estimate.
• Create Estimates (Enterprise edition) - Charge for jobs that have not happened yet. This feature gives an Administrator the ability to select jobs on the calendar to create an estimate. Once created, they may add or remove jobs from estimates, enter an estimate comment, and receive payments. Administrators will be able to view the estimate ID, Employer it is for, the date range of jobs for the estimate, amount due, due date, Personnel assigned (if applicable), job IDs, estimate history, attach fees to the estimate, and edit the billing information for the Employer. 
• Print or Export Estimates/Invoices - Print invoices or estimates, or export invoices/estimates to a PDF or Excel file.
• Send Estimates/Invoices – Email invoices or estimates to an Employer’s billing email address entered in the profile, or simply mark them as sent.
• Receive Payments on Invoices – Record payment on an invoice. The Administrator can note the payment type, amount paid, payment date, check number (if applicable), and any comments needed.
• Refund Payments – The ability to delete a payment from an invoice or estimate, store it as a credit on an Employer account,  mark it as refunded, or refund electronically (if using electronic payments via PowerDetails Pay).
• Manage Fee Builds – Templates that can be attached to jobs or invoices. Administrators can enter a unique fee ID, code (if applicable to map over to any external system integrations), fee name, description, where to attach the fee, default quantity and rate, ability to default to Personnel hours on the job, and choose whether to allow Personnel to view/modify these fields when reporting hours. The template can also be selected to automatically add to new jobs, or be deactivated.
• Attach Fees to Jobs – Add a custom fee or existing fee template to the job.

Messages:

• Create or Send Messages - Send messages to fellow Administrators, Employer users, or Personnel. 

Advanced:

• Manage Permission Sets – Ability to view and create new permission sets, select permissions, and assign the permission set to Administrators, Employer users and Personnel.
• Access Event Log – System audit trail monitoring all user activity within the site.
• View Email Alert Activity – Audit trail of system-generated alerts, such as password reset emails and job update notices. 
• Manage Personnel Admins – Gives access to a single Personnel user or group of Personnel to manage jobs for an Employer. Once assigned, this will give the Personnel Administrators the ability to create jobs for their assigned Employer(s), specify pay/billing rates on those jobs, approve who will work the jobs (Manual Approval setting) or assign Personnel to work the job when necessary. Personnel Administrators can view/update their assigned Employer profile, add/edit locations for the Employer, billing address, and view any users for the Employer. If Administrators allow it via the site settings, Personnel Administrators may additionally manage invoices/estimates for their assigned Employer(s).
• Access File Management – Manage files attached to jobs in the system, and delete those no longer in use.
• Manage Custom Fields (Enterprise Edition) – This feature adds fields on user or Employer profiles, jobs, assigned people on a job, when reporting hours, or on invoices. These can be used for Administrators to record custom information that is not referenced in PowerDetails.

Advanced – Code Tables:

• View Code Tables – Code Tables are category options for defining jobs, Employers, and Personnel. 
• Job types: Category of job (traffic, security, etc). Fields include the ID, job type name, and optional code used for reference in payroll integration.
• Employer types: Type of business category for an Employer profile (school, bank, etc). Fields include the ID and the employer type name.
• Personnel class: Position/Rank of officers (Officer, Lieutenant, Sergeant, etc). Fields include the ID, Personnel class name, rank hierarchy and optionally, pay and billing rates (if rates are determined by a person’s rank). 

• Personnel assignments: Unit or Squad (K9, Sworn, etc). Fields include the ID and Personnel assignment name. 

• Create or Update Code Tables – Add/edit options for code table entries. Options can be marked as obsolete if no longer in use.

Advanced – Group:

• Search Groups – Used for messaging  and making jobs available to certain groups of people. This permission allows Administrators to view a list of groups already entered in the system.
• Create or Update Group Details – Add or modify a group with access to update the group name, add members, and manage view/apply rights for jobs in bulk.
• Manage Members – Add Personnel to the group or remove Personnel from it.
• Manage Group Security / Job Security Tab – Manage group access to jobs and control who can view and apply for jobs.

Advanced – Rules: 

• Search, Create or Update - Create limitations in the site that can promote fairness and enforce agency policies. Rules can control overall number of applications, jobs, or number of hours someone can work within a specified time. These can be modified to be applicable to certain types of applications, categories of jobs, Employers, Personnel, groups, or during certain time frames. Administrators can enter language to identify the rule when Personnel are in violation of it, and choose to make it deactivate automatically for “last minute jobs”.

Advanced – Site Config:

• View General Info – View the site ID, name of agency, and address listed for PowerDetails.
• Update General Info – Change the name of the site and address for the agency.
• View or Update Settings – Change site configurations for various areas of the site.

• General settings: Ability to choose Automatic or Manual Approval method for job applications, manage the overall time frame Personnel can apply for jobs, establish an unrestricted period to apply for certain rules, choose to queue seniority minutes for jobs entering the allowed application time frame, choose the site time format, how time will be rounded throughout the site, and the site time zone.
• Billing settings: Set standard pay and billing rates, the minimum job hours, how invoice due date is calculated by default, create the site’s billing cycle to be referenced upon invoice generation, the invoice layout, default invoice grouping of details, invoice line item format, set the time frame Personnel must report hours, require a comment when a job did not go as scheduled, whether jobs pending reports show on their home page, allow Personnel to report hours before a job ends, and activate the Billing Approval feature.
• Security settings: Set when passwords expire, if Personnel are allowed to view pay or billing rates for themselves or other users, and if they can see who is working a job with them. Determine if Personnel can search for specific names on the calendar, if Personnel Administrators can manage billing components for their assigned Employers, and set a refresh threshold to prevent users from “camping out” on jobs while waiting for them to open.
• Cancellations and Termination settings: Settings to allow Personnel to cancel from jobs, set a restricted time period where the cancellation must be submitted as a request (pending until someone can take their place or an Administrators manually replaces them), set a time frame before a job happens when cancellations are prohibited unless managed by an Administrator, choose if backups positions can be signed up for on filled jobs, time frame for exclusive access to a job for backups in the event of a cancellation, and if the backups will be given access based on a queue or on a first-come, first-serve basis.
• Hours/formulas settings: Used to create custom columns of data. These appear on the Personnel Search, Seniority, and Approve Job Application pages. Administrators can create a custom column to display hours, jobs, Personnel rate totals, and billing rate totals for a date range. These columns can reference specific job types and Employer types. 

• Manage Site Agreements – Manage the terms that Personnel and Employer users have to agree to when logging into the site, when Personnel apply for jobs, when Personnel request to cancel within an established restricted period indicated in the site settings, default invoice comments, and the comment shown if the Refresh Threshold feature is activated in the Security settings (limits excessive refreshes of a job page).
• Manage Site Logos – Upload or remove and replace login page and invoice logos. 
• Payment Gateway (a la carte feature) - Allows the agency to sign up for PowerDetails Pay. An Administrator will need to enter agency banking account details and verify information to do so. Once signed up, Administrators have access to a portal here that lists electronic transactions and payouts to the agency bank account.

Advanced – Reports:

• Access Reports – View reports that pertain to billing, Employers, jobs, monitoring, Personnel, and receivables. Each report displays different data. The Reports tab on a permission set can allow for hiding specific reports if necessary.

Advanced – Import/Export

• Access Import / Export Data Page – If external payroll integration is being utilized, Administrators can export the files here.

Personnel Permissions: 

Can be assigned to both regular Personnel users and to those designated as Personnel Administrators. Note that permissions indicated with an asterisk (*) are only applicable to Personnel Administrators. Personnel Administrators are only ever able to access their assigned employer(s) information. Options include:  

Employer: 

• View Employer Profiles (*) – Profiles include the Employer name, phone number, main and billing addresses, addresses of physical locations, unique billing or pay rates if applicable, main contact and billing email, and invoice grouping preferences. 
• Manage Employer Profiles (*)  - Access to update assigned Employer profile information.

Jobs: 

• Create New Jobs (*) – Add jobs to the calendar for Personnel to apply for. Personnel Administrators will be able to select which of their assigned Employer(s) the job is for, the location where it is happening, start and end times for the overall job, job type (category), how many Personnel are needed to work the detail, pay/billing rates for the job, attach fee templates, restrict the job to certain Personnel classes (ranks) or select groups that have access to it, manage when the individual job is locked/unlocked, add files to be accessible to Personnel, enter unique billing information if necessary, and manually assign Personnel to work the job when needed.
• Update Job Information (*) – Update the overall information for assigned Employer(s) jobs, such as the location where it is happening, start and end times for the overall job, job type (category), how many Personnel are needed to work the detail, pay/billing rates for the job, attaching fee templates, restricting the job to certain classes (ranks) or Personnel or select groups that have access to it, manage when the individual job is locked/unlocked, add files to be accessible to Personnel, and entering unique billing information if necessary.
• Terminate Jobs (*)  - Removing a job from the calendar. This automatically removes the people who were assigned to work it (if any). 
• Assign Personnel (*)  - Manually add Personnel who will be working the job and manage their assigned times and rates when necessary. 
• Add Recurrences (*) – Create a recurring pattern for a job that is happening more than once. Recurrences are able to be modified in bulk if the “Update Job Information” permission is enabled. 
• Copy Jobs (*) – Create different shifts or occurrences for jobs by copying an existing one. 
• Search Events (Enterprise Edition) (*) - Group jobs together to track a singular event, such as a festival happening over a weekend. This permission includes the ability to view Events. Fields for Events include the event code, name of event, overall event times, jobs included, and ability to monitor staffing progress.
• Create or Update Events (Enterprise Edition) (*) – Add or update existing events.
• Approve Job Applications (Manual Approval) (*) – Approve/unapprove job applications. This page will show the job ID, the job’s start/end time, name of the people who applied, their seniority, the date of application, the date they last worked, the next date they will work, warnings if an application is conflicting, and any custom columns of data built in the site settings.

Billing: 

• View Billing History – Listing of reported hours, job IDs, invoice IDs, Employer they worked for, start and end times, hours, pay rates, billing rates, and the totals for a date range. Used for Personnel to reference when completing tax forms.
• Bill Completed Jobs – Ability to report hours worked. The list of jobs waiting to be reported includes the job ID, Employer name, scheduled start/end time, and the date they applied for the job. If reporting hours, the scheduled start/end time appears and can be modified to reflect actual hours worked. Comments can also be recorded. 
• Access Billing Approval (*)  - When activated in the site settings, this page allows Personnel Administrators to review hours reported by Personnel on jobs for their assigned Employer(s). Note that this page is not accessible by default to Personnel Administrators, so selecting this permission will give them new access. Fields include Personnel name and ID, their reported time, their originally scheduled hours, pay hours, billed hours, pay rate, billing rate, comments left by Personnel, and comments left by other Administrators/Personnel Administrators if they overrode any information. Personnel Administrators can approve or reject reported hours, and override rates and hours when necessary.
• Billing Approval - Approve Reported Details(*)  – Approve hours reported by Personnel.
• Billing Approval - Override Reported Details (*)  – Make changes on hours reported by Personnel, or the rates originally entered on the job. Overrides require a comment and are tracked.
• Reject Reported Details (*)  – If corrections need to be made on hours reported, they can be rejected via an invoice or the Billing Approval page (if activated). Personnel can then report the hours again.
• Billing Approval  - Unapprove Previously Approved Details (*) – Gives the ability to unapprove details that were previously approved. 
• Attach Fees to Jobs (*)  – Add a custom fee or existing fee template to jobs.
• Search Invoices (*) - If allowed in the site settings, Personnel Administrators may view a list of invoices generated in PowerDetails for their assigned Employer(s). Listings include the invoice IDs, Employers they are for, associated bill cycle for the invoice, invoice status, progress of reported details on the invoice, amount due, amount paid, and invoice date. 
• Update Invoice Information (*) – Update the standard invoice comment as recorded in Site Agreements, change the invoice date or due date, update the billing information for the invoice, view the invoice history, and attach fees to an invoice. 
• Receive Payments on Invoices (*) – Record payment on an invoice. Can note the payment type, amount paid, payment date, check number (if applicable), and any comments needed.
• Refund Payments (*) – Gives Personnel Administrators the ability to delete a payment from an invoice or estimate for their assigned Employer(s), store it as a credit on an Employer account,  mark it as refunded, or refund electronically (if using electronic payments via PowerDetails Pay).
• Print or Export Estimates/Invoices (*)  - Print associated invoices or estimates, or export invoices/estimates to a PDF or Excel file.
• Send Estimates/Invoices (*)  – Email invoices or estimates to the Employer’s billing email address entered in the profile, or simply mark them as sent.

Messages: 

• Create or Send Messages - Send messages to Administrators, or fellow Personnel users.

Advanced – Reports: 

• Access Reports – By default, reports are not accessible to Personnel users. Administrators may contact support@powerdetails.com to request specific reports to add to this particular permission. After which, they can become accessible to users associated with this permission set.

Advanced – Groups: 

• Manage Group Security / Job Security Tab (*) – Manage group access to jobs and control who can view and apply for jobs.

Employer Permissions: 

Used to limit the accessibility of the site for Employer user accounts. Options include:  

Jobs: 

Create New Jobs – Add jobs to the calendar as a request for Administrator review and approval before Personnel can apply for it. The user’s associated Employer on the job is pre-filled. They may select the location where the job is happening, start and end times for the overall job, job type (category), how many Personnel are being requested to work the detail, and enter unique billing information if necessary. Update Job Information – Make edits to the overall job information before the job while it is still in the requested status. Modify the location where it is happening, start and end times for the overall job, job type (category), how many Personnel are needed to work the detail, and entering unique billing information if necessary. Once an Administrator approves the job, Employer users may not modify it themselves. Terminate Jobs  – Removing a request from the calendar. Once an Administrator approves the job, Employer users may not terminate it themselves. Add Recurrences – Create a recurring pattern for a job that is happening more than once. Recurrences are able to be modified in bulk if the “Update Job Information” permission is enabled and the jobs are still in the requested status. All recurrences are submitted as requests and must be reviewed by Administrators. Billing:  Search Invoices - View a list of invoices sent or marked as sent by Administrators. Listings include the invoice IDs, associated bill cycle for the invoice, invoice status, progress of reported details on the invoice, amount due, amount paid, and invoice date.  Search Estimates (Enterprise edition) – View a list of estimates created and sent by Administrators. Listings include the estimate ID, associated date range of jobs included on the estimate, estimate status, amount due, amount paid, and estimate date.  Print or Export Estimates/Invoices - Print invoices or estimates that have been sent by Administrators, or export invoices/estimates to a PDF or Excel file. Messages: Create or Send Messages - Send messages to Administrators, or Personnel that will be working associated jobs. Advanced – Reports: Access Reports – By default, reports are not accessible to Employer users. Administrators may contact support@powerdetails.com to request specific reports to add to this particular permission. After which, they can become accessible to users associated with this permission set.