How to Set Up Departments & Roles

Departments and Roles allows you to better organize your team for scheduling and time tracking.

Break down labor costs and time cards for each separate part of your business, and setup specific Managers to build the schedule for their respective departments.

You can also more easily track pay differentials by creating roles with specific wages and scheduling them to employees throughout different parts of the day.

Note: Departments & Roles is a Plus Plan feature.

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Setting Up Departments & Roles

1. Sign into Homebase and click Team on the left side of the screen.
2. Click Departments/Roles under the dropdown options.
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3. Click Add a new department to get started.
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4. Type in the name of your new Department and press the purple arrow icon to save.
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5. To edit a Department Name, click the pencil icon to the right of the Department you want to change. Then type the new name and click the purple check mark to save.

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Add Managers to Departments

Assign a Manager to a Department by click the dropdown to the right of the Role field and select a team member with Manager Level Access from the list. 

 

Adding specific Managers to Departments will allow those Managers to build schedules for their own Department. This can be set up in Alerts & Permissions in Settings.

Note: Manager Level Access for team members can be set up in an individual's Team Profile. Once they have that access then their name will pop up under the list of possible Department Managers.

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Adding Roles to Departments

Roles are essentially jobs or titles for team members that describes what they do at your business. For example, one role could be Barista and one role could be Server.

Roles can be added in the Departments/Roles page, while Adding a Team Member, or in an employee's Team Profile under Job Details.

Note: Roles do not grant different levels of access in Homebase. Access level (Manager, GM, or Employee) can be assigned to employees in their Team Profile and specific access actions can be changed for each Access Level in Team Permissions in Settings by an Owner or Manager with access to that page.

Adding Roles in Departments/Roles

While on the Departments/Roles page:

1. Click in the dropdown to the right of the Department name and either select a pre-existing role or begin typing a new one and press the Enter key to save.
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Roles that are made can be added to any existing department and duplicate roles cannot exist within the same department.

Note: Deleting roles that have already been assigned to an employee can have consequences while building the Schedule and in Timesheets. That action cannot be undone, so use caution.

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Assigning Roles and Departments to Employees

Assigning a role to an employee that has already been added to a specific department adds that employee to that Department.

Roles that have been created before setting up departments can still be added to departments. If employees have these roles, then by adding them to departments you are adding those employees to those departments as well.

Example: You create a role "Barista" under the Department "Front of House." Then, you add the "Barista" role into team member "Samantha's" Job Details (in her Team Profile). By doing so, you have added "Samantha" to the "Front of House" Department.

Assigning a Role to an Employee

1. Go to Team and click on the Employee Name that you want to assign to a Department.
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2. Go to Job Details.
3. Click the pencil icon next to Access, Roles, and Wages.
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4. Add a preexisting role to the employee in the dropdown or create a new one by typing the name of the role into the field.
5. Save to complete.
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Allowing Managers to Build and Publish Schedules for Their Assigned Departments Only

1. Go to Settings on the left hand side of the screen.
2. Click Alerts & Permissions under Scheduling.
3. Toggle on Allow managers to build and publish schedules for their assigned departments only and click Save Changes.
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