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Accounts: Create and manage LibStaffer user accounts

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Before you can start scheduling a staff member in LibStaffer, you must first create a user account for them. Once their account has been created, you can then add them to a schedule's roster and start assigning them to shifts. They will also be able to sign into LibStaffer to view their scheduled shifts, swap or give up shifts, and request time off.


User account levels

There are three different account levels in LibStaffer.

  • Admin users can manage all schedules, shifts, user accounts, and system settings. They are also able to be added to schedules and assigned to shifts.
  • Regular users can be added to schedules and assigned to shifts, which is ideal for most staff. For each schedule, an admin can elevate regular users to serve as admins just for that schedule. This would allow them to create, assign, and manage shifts, shift swaps, and time off for just that schedule -- not the entire system.
  • Inactive users cannot log into LibStaffer, but will continue to display in your historic reports so you retain accurate data on their work history. This is ideal for former employees.

The table below summarizes the permissions available at each account level.

Permission Admin Users Regular Users Inactive Users
Sign into LibStaffer Yes Yes No
Manage system settings & user accounts Yes No No
Create schedules & manage schedule settings Yes No No
Create, assign, & manage shifts Yes, all schedules Yes, but only if made a schedule's admin No
Mediate shift swaps & time off requests (if required) Yes, all schedules Yes, but only if made a schedule's admin No
Generate reports Yes Yes, but only if made a schedule's admin No
View schedules Yes Yes No
Swap shifts with other users (if enabled) Yes Yes No
Give up shifts (if enabled) Yes Yes No
Claim open shifts (if enabled) Yes Yes No
Submit time off requests Yes Yes, if enabled by admin No
Create & manage workflow forms Yes No No
Review & manage workflow form submissions Yes Yes, but only if given access to a form No

Add a new account

  1. Go to Admin > Accounts.
Navigating to the Manage Accounts page
  1. Click on the Create New Account tab.
  2. Enter the user's email address.
  3. Click the Look-up Account button.
Looking up an email address
  1. If the user already has a LibApps account under that email address, then their name will automatically be imported. Otherwise, enter their First Name and Last Name.
  2. Select the User Level to assign to this account.
  3. Optionally assign this user to one or more schedules by clicking on the Assign User to Schedules dropdown and choosing the appropriate schedules. You can always change this later in the schedule settings.
  4. Optionally and if applicable, you can make one of selected schedules the user's default. When they click on Schedules in the command bar that will be the schedule that initially displays.
  5. Select the user's Positions from your Organizational Hierarchy.
    • If the user covers more than one position, you can select multiple positions.
  6. Select the user's Departments from your Organizational Hierarchy.
  7. Select the user's Locations from your Organizational Hierarchy.
    • If the user works at more than one location, you can select multiple locations.
  8. Select the user's Direct Supervisors (if applicable). Anyone with a user account in LibStaffer can be selected as a direct supervisor, which will allow them to approve or deny this user's time off requests (if time off mediation is enabled).
  9. Set the Limit consecutive hours worked value to the number of hours allowed to work consecutively.
    • Set to 0 to turn this limit off for the user.
  10. Set the Limit consecutive days worked value to the number of days allowed to work consecutively.
    • Set to 0 to turn this limit off for the user.
  11. Enter the Maximum Hours per Day that this user can work.
  12. Enter the Minimum Hours per Week that this user should work. 
  13. Enter the Maximum Hours per Week that this user can work. 
  14. Enter the Maximum Hours per Month that this user can work.
  15. If you subscribe to LibCal, select the Enable LibCal Appointments Sync checkbox to prevent the user from being scheduled during times they have LibCal appointments.
  16. Select the Send "Welcome" email? checkbox to have an email sent to the new account welcoming them to LibStaffer.
  17. Click the Create Account button.
Creating a new user account

Manage user accounts

  1. Go to Admin > Accounts.
  2. Under the Manage Accounts tab:
    1. Use the Show / hide columns button to control what columns are displayed in the data table. 
      • Although they're hidden by default, there are columns for pay rate, min./max hours, positions, locations, etc.
    2. Click on a user's edit () icon in the Actions column to edit that user's account information, permissions, and defaults.
      • You can also manage the user's available hours, pay rate, positions, etc.
    3. To remove a user, click on their trash can () icon in the Actions column.
    4. To reactivate an inactive user's account, click on their refresh () icon in the Actions column.
manage existing libstaffer accounts

Change a user's account level

  1. Go to Admin > Accounts.
Navigating to the Manage Accounts page
  1. Under the Manage Accounts tab, click on the Edit () icon in the Actions column for the user you want to edit.
Editing a user account
  1. Under the Manage Account tab, use the User Level dropdown to select the user's permission level. See the following section for more details on each user level.
  2. Click the Save button.
Changing a user's account level

Important note about inactive users

If you set a user as inactive, that user will be unassigned from all future shifts and removed from all future schedules, but will continue to display in past shifts and reports. Their time off requests will also be removed.

Inactive users will be unable to log into LibStaffer unless their account is reactivated. To do this:

  1. Click on the Reactivate User () icon for that user in the Actions column.
Reactivating an inactive user
  1. Select the new user level for the account.
  2. Click the Reactivate Account button. This will not restore the user to their previous schedules or shifts, so you will need to do that manually.
Setting a reactivated user's account level