How to use roles in RePloyee

A role in RePloyee is a job or task an employee takes on, such as "Office employee" or "Truck driver", together with the documents that come with it. When you give an employee a role, every requirement of that role is added to their checklist. Roles let you change the requirements of a whole group of employees in one place, for example when a new law comes into effect, instead of editing every employee.

An employee can have several roles at once. This matches how many companies work: one person can be a driver and a warehouse worker, and each of those roles brings its own documents.

Create a role

1. Open RePloyee and select the "Roles" tab.
2. Click "Add role".
3. In the "Preset" picker, choose "Custom role", or one of the preset roles. See Presets.
4. Enter the "Name" of the role and an optional "Description".
5. Click "Add role".

Attach requirements to a role

Requirements are attached to roles from the requirement form, not from the role form. This way, you decide in one place which roles need a document and whether it is required or optional for each of them.

1. Open the "Requirements" tab and edit a requirement, or create a new one.
2. In the "Roles" section, select the roles that need it.
3. For each selected role, choose "Required" or "Optional".
4. Save.

The "Roles" list shows how many requirements each role has in the "Requirements" column. See Requirements.

Preset roles come with their requirements already attached, and the required or optional setting of those requirements is set by the preset.

Assign roles to employees

Roles are assigned on the employee form. Open an employee, click "Edit", and select one or more roles in the "Roles" section. The employee's checklist is updated right away.

If two roles of an employee ask for the same requirement, the employee only needs one document for it. If any of the roles marks it as required, it is required for that employee.

The roles list

The "Roles" tab lists your roles with their "Name", the number of "Requirements", a "Preset" tag for roles created from a preset, and their "Status". Use the search box to find a role by its name or description, and the filter to switch between "Active", "Disabled", and "Deleted" roles.

Deactivate, delete, and restore a role

Use the menu of a role in the list:

• "Deactivate": a deactivated role stops asking for documents. Its requirements leave the checklists of its employees, unless another role or a direct request still asks for them. A deactivated role is not offered when assigning roles. Use "Activate" to turn it back on.
• "Delete": deletes the role and removes it from the employees who had it. Requirements and the documents already filed are not affected.
• "Restore": brings a deleted role back and gives it again to exactly the employees who had it when it was deleted.

Tips for designing roles

• Create a role for each set of documents that goes together, not for each job title. If three job titles need the same documents, one role is enough.
• Use additional roles for extra duties. For example, keep a base "Truck driver" role and add a separate "Dangerous goods" role only for the drivers who carry dangerous goods.
• For a document that only one employee needs for a limited time, ask that employee for it directly instead of creating a role. See Requirements.

Related guides

• Requirements
• Presets
• Employees
• Exemptions