How to Allow Two Managers to Manage the Same Employees Without Seeing Each Other's Profiles

Overview

In Roubler, it is possible to configure two managers so they can access the same employees without being able to view each other's employee profiles.

This is controlled through Primary Location, Location Access and Permission Groups.

The important difference is:

• Primary Location: Identifies an employee's main assigned location.
• Location Access: Determines which locations a user has access to.
• Permission Group: Determines what actions a user can perform within their permitted locations.

Managers do not automatically gain access to each other's profiles simply because they share the same Primary Location.

1. How the setup works

I tested this scenario using two managers, Jacob and George, and one employee, Alexis.

Both managers had the same Primary Location, Food and Beverage, but were assigned different Location Access.

The key to this setup is that Alexis has access to both locations, while Jacob and George have manager permissions for their own respective locations.

2. What I confirmed during testing

I logged in separately as Jacob and George to check their employee lists.

Logged in as Jacob:

• Could see his own profile.
• Could see Alexis.
• Could not see George.

Logged in as George:

• Could see his own profile.
• Could see Alexis.
• Could not see Jacob.

This confirmed that both managers could see the same employee without having visibility of each other's profiles in the tested configuration.

3. How to configure this in Roubler

Step 1 – Configure Manager 1

1. Navigate to Employees.
2. Open Manager 1's employee profile.
3. Select Location Access.
4. Confirm their Primary Location.
5. Add the location they are responsible for managing.
6. Assign the appropriate manager Permission Group, such as Manager with Payroll.

Step 2 – Configure Manager 2

Repeat the same process for Manager 2, but assign their own management location.

Do not give Manager 2 access to Manager 1's management location, or vice versa, unless that additional access is required.

Step 3 – Configure the employees both managers need to manage

1. Navigate to Employees.
2. Open the shared employee's profile.
3. Select Location Access.
4. Keep their appropriate Primary Location.
5. Add both managers' locations under Location Access, with the appropriate employee-level permissions.
6. Save the changes.

Important: Any employee who needs to be accessible to both managers should have the appropriate Location Access to both managers' locations.

Step 4 – Check for additional permissions

Review both managers' permissions to ensure they do not have:

• Administrator access that provides visibility across all employees.
• Manager-level access to locations outside their intended scope.
• Access to a parent location that includes the other manager's location.

Manager access to a parent location may also extend to its child locations.

4. Verify the configuration

Once the changes have been saved, test the setup by logging in as each manager.

Confirm that:

• Both managers can see the employees they are responsible for.
• Both managers can see any employees shared between them.
• Neither manager can see the other manager's employee profile.
• Each manager can perform the required actions for their employees.

If either manager can see the other's profile, review their Location Access and Permission Groups for any additional access.

5. Important considerations

Primary Location does not automatically determine manager visibility.

As demonstrated in testing, Jacob and George both had Food and Beverage as their Primary Location, but neither could see the other's profile.

Shared employees need the appropriate Location Access.

In the tested configuration, Alexis was visible to both managers because her Location Access included both managers' respective locations.

Reporting Hierarchy is separate.

Reporting Hierarchy can be configured for reporting relationships and notifications, but it should not be relied upon to restrict employee profile visibility.

Permission Groups still apply.

A manager may be able to see an employee but only perform the actions permitted by their assigned Permission Group.

Further information

Roubler – Permissions, Primary Locations and Reporting Hierarchy

Roubler User Permission List