Set Up and Manage Employee Roles

The Problem

You're creating a schedule and need to assign a "Bartender" shift, but there's no bartender role in the system—just generic "Employee" entries. When you try to assign tasks to all bartenders, you can't because roles aren't set up. Your schedule is a mess of unnamed positions, and you have no way to filter or organize employees by what they actually do.

The Solution

Employee Roles (also called Positions or Job Titles) let you define the jobs in your organization—Bartender, Server, Kitchen Staff, Brewer, Manager, whatever positions you have. Assign employees to roles, then use those roles throughout BarSight for scheduling, task assignment, reporting, and access control. Organize your workforce by what they do, not just who they are.

How to Use It

1. Navigate to Settings → HR → Roles (or App → Employee Management → Roles)
2. Click Create New Role
3. Configure role details:
   • Role Name: Job title (e.g., "Bartender", "Head Brewer", "Server")
   • Department: Which department this role belongs to (Front of House, Kitchen, Brewery, Management)
   • Color: Pick a color for schedule visualization
   • Default Pay Rate (optional): Starting wage for this position
4. Click Save Role
5. Assign employees to roles:
   • Open employee records
   • Add the role(s) they perform
   • Employees can have multiple roles (e.g., "Server" and "Bartender")

Now you can create shifts for specific roles, assign tasks to entire roles, filter schedules by role, and generate reports by position. Your organization structure is clear and systematic.

[SCREENSHOT: Create Role form showing Role Name, Department dropdown, Color picker, and Default Pay Rate fields]

Pro Tip

Choose colors strategically for schedule readability. Use cool colors (blues, greens) for front-of-house roles and warm colors (reds, oranges) for kitchen/brewery roles. When viewing your schedule, you'll instantly see department coverage at a glance just from the color patterns.

Learn More

Once roles are set up, learn how to assign tasks to entire roles for team-wide checklists. You can also use roles with day parts to ensure the right positions are scheduled during critical service windows.