--- title: How to Manage Employee User Access description: How to Manage Employee User Access --- [Skip to content](https://help.jointimecloud.com/how-to-manage-employee-user-access#main-content) [Contact us](https://help.jointimecloud.com/kb-tickets/new?hsLang=en) [![Timecloud-Logo-600-2](https://help.jointimecloud.com/hs-fs/hubfs/Timecloud-Logo-600-2.png?width=200&height=40&name=Timecloud-Logo-600-2.png)](https://help.jointimecloud.com/?hsLang=en) Open main navigation Close main navigation - [Contact us](https://help.jointimecloud.com/kb-tickets/new) - [Go to app.jointimecloud.com](https://app.jointimecloud.com/) [Go to app.jointimecloud.com](https://app.jointimecloud.com/) Got questions? Ask away - There are no suggestions because the search field is empty. 1. [Service Portal](https://help.jointimecloud.com/?hsLang=en) 2. [Account & Security](https://help.jointimecloud.com/account-security?hsLang=en) # How to Manage Employee User Access ## Managers can control an employee’s login credentials, admin privileges, and feature-level permissions from the employee’s profile. #### **How to Open User Access Settings** 1. Navigate to **Employees** from the left sidebar. 2. Select an employee. 3. Click the **User Access** tab. ![Image 29-04-2026 at 8.54 AM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%208.54%20AM.jpeg?width=670&height=363&name=Image%2029-04-2026%20at%208.54%20AM.jpeg) --- #### **General Settings** - **Admin Access** — Toggle on to grant the employee manager-level access to Timecloud. ![Image 29-04-2026 at 8.57 AM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%208.57%20AM.jpeg?width=670&height=322&name=Image%2029-04-2026%20at%208.57%20AM.jpeg) - **PIN Number** — Set or change the employee’s 4-digit login PIN. PINs must be 4 digits and cannot start with 0. ![Image 29-04-2026 at 8.57 AM (1)](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%208.57%20AM%20(1).jpeg?width=670&height=130&name=Image%2029-04-2026%20at%208.57%20AM%20(1).jpeg) - **Department Permissions** — When admin access is on, choose which departments this admin can manage. ![Image 29-04-2026 at 8.58 AM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%208.58%20AM.jpeg?width=670&height=166&name=Image%2029-04-2026%20at%208.58%20AM.jpeg) - **Password Reset** — When admin access is on, set a new password. Passwords must be at least 10 characters with 1 uppercase, 1 lowercase, and 1 number. ![Image 29-04-2026 at 8.58 AM (1)](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%208.58%20AM%20(1).jpeg?width=670&height=204&name=Image%2029-04-2026%20at%208.58%20AM%20(1).jpeg) --- #### **Permissions** Control what the employee can do across the web and mobile apps: ### **Web & Mobile Access** - **Allow Web App Clock in/out** — Let the employee punch in and out via the web app. - **Allow Mobile App Clock in/out** — Let the employee punch in and out via the mobile app. - **Allow Mobile App Timesheet Access** — Let the employee view timesheets on mobile. - **Require Photo Capture** — Require a photo when clocking in/out. ![Image 29-04-2026 at 9.08 AM (1)](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%209.08%20AM%20(1).jpeg?width=606&height=208&name=Image%2029-04-2026%20at%209.08%20AM%20(1).jpeg) ### **Leave & Availability** - **Allow Leave Applications** — Let the employee submit leave requests. - **Allow Blockout Entry** — Let the employee enter availability blockouts. - **Allow Public Holidays** — Include public holidays in the employee’s schedule. ![Image 29-04-2026 at 9.09 AM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%209.09%20AM.jpeg?width=606&height=156&name=Image%2029-04-2026%20at%209.09%20AM.jpeg) ### **Timesheets** - **Add / Edit / Remove Timesheets** — Control whether the employee can manage their own timesheets. ![Image 29-04-2026 at 9.09 AM (1)](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%209.09%20AM%20(1).jpeg?width=606&height=172&name=Image%2029-04-2026%20at%209.09%20AM%20(1).jpeg) --- #### **Mobile App** - Click **Send Mobile App Download link** to email the employee a link to install the Timecloud mobile app. ![Image 29-04-2026 at 9.09 AM (2)](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%209.09%20AM%20(2).jpeg?width=606&height=192&name=Image%2029-04-2026%20at%209.09%20AM%20(2).jpeg) --- #### **Biometric Scanners** If your company uses biometric devices: - **Biometric Scanner Permission** — Set the employee’s access level on biometric devices. - **Biometric Scanner Card No** — Enter the employee’s card number for biometric access. ![Image 29-04-2026 at 9.12 AM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2029-04-2026%20at%209.12%20AM.jpeg?width=670&height=201&name=Image%2029-04-2026%20at%209.12%20AM.jpeg) --- #### **Saving Changes** After making any changes on the **User Access** tab, click the **Save** button in the employee header to apply your changes. - [Account & Security](https://help.jointimecloud.com/account-security?hsLang=en) - [Attendance & Timesheets](https://help.jointimecloud.com/attendance-timesheets?hsLang=en) - [Award Interpretation](https://help.jointimecloud.com/award-interpretation?hsLang=en) - [Biometric Scanners](https://help.jointimecloud.com/biometric-scanners?hsLang=en) - [Employees](https://help.jointimecloud.com/employees?hsLang=en) - [Forms & Checklists](https://help.jointimecloud.com/forms-checklists?hsLang=en) - [Geofencing](https://help.jointimecloud.com/geofencing?hsLang=en) - [Human Resources](https://help.jointimecloud.com/human-resources?hsLang=en#main-content) - [Organisation View](https://help.jointimecloud.com/human-resources?hsLang=en#organisation-view) - [Integrations](https://help.jointimecloud.com/integrations?hsLang=en) - [Job Tracking](https://help.jointimecloud.com/job-tracking?hsLang=en) - [Leave Management](https://help.jointimecloud.com/leave-management?hsLang=en) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#main-content) - [Kiosk](https://help.jointimecloud.com/mobile-app?hsLang=en#kiosk) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#mobile-app) - [Payroll](https://help.jointimecloud.com/payroll?hsLang=en#main-content) - [Xero](https://help.jointimecloud.com/payroll?hsLang=en#xero) - [iPayroll](https://help.jointimecloud.com/payroll?hsLang=en#ipayroll) - [MYOB](https://help.jointimecloud.com/payroll?hsLang=en#myob) - [Smartly](https://help.jointimecloud.com/payroll?hsLang=en#smartly) - [Reporting](https://help.jointimecloud.com/reporting?hsLang=en) - [Roster](https://help.jointimecloud.com/roster?hsLang=en) - [Settings](https://help.jointimecloud.com/settings?hsLang=en) - [Shifts](https://help.jointimecloud.com/shifts?hsLang=en) - [Time Clock](https://help.jointimecloud.com/time-clock?hsLang=en) - [Dashboard](https://help.jointimecloud.com/dashboard?hsLang=en) Service Desk Copyright © 2025, Timecloud Ltd