How to Set Up Role Eligibility Requirements

What You'll Need

• Company roles already created in Settings.
• Compliance groups and items set up in Compliance Management.

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Adding Eligibility Requirements to a Role

1. Go to Settings > Roster.
2. In the Company Roles section, click an existing role or create a new one — the Edit / Add Company Role dialogue opens.
   
   
3. Scroll down to the Role Eligibility section.
4. Click Add Compliance Item.
   
5. The Select Role Eligibility Requirements dialogue opens. Browse or search compliance groups and items.
6. For each compliance item, tick one of two modes:
   • Prefer — A soft requirement. The employee can still be assigned to the role, but an indicator appears on the roster if the item is expired.
   • Require — A hard requirement. The employee is blocked from being assigned to the role if the item is missing, expired, or in a warning state.
7. Click Select to add the chosen items.
   
   
8. Back on the role dialogue, review the table showing Item, Mode, and a Remove button for each.
9. Click Save.
   

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How Eligibility Appears on the Roster

Once requirements are set, Timecloud checks each rostered employee automatically. There are two levels of feedback:

Employee View (Roster Grid)

• Warning icon on the shift tile — An error icon appears next to the shift name when the assigned employee has an eligibility issue. Hover over it to see which compliance items are affected and their status.

Shift View (Roster Grid)

• Avatar indicator — An eligibility icon appears on the employee's avatar in the shift tile when they have a compliance gap for their assigned role. Hover over the avatar to see the affected compliance items and their status.

Shift Drawer (Assigning Employees)

When assigning employees to roles in the shift drawer, eligibility status is shown inline:

• "Ineligible" chip (red) — Appears next to employees who fail a Require-mode check (item is missing, expired, or in warning). These employees are disabled in the dropdown and cannot be selected.
• "Not Preferred" chip (orange) — Appears next to employees who have an expired Prefer-mode item. These employees can still be selected.
• Tooltip on chips — Hover over an Ineligible or Not Preferred chip to see the specific compliance items and their status.

Employee Drawer (Selecting Roles)

When choosing roles for an employee in the employee drawer:

• Each role shows a fulfilment count chip (e.g. "1/2") plus an eligibility status chip when applicable.
• Roles with a Require-mode violation are tagged "Ineligible" and disabled — they cannot be selected.
• Roles with only a Prefer-mode expired item show a "Not Preferred" chip but remain selectable.
• Hover over the chip for details on which compliance items are affected.

Shift Template Selection (Employee Drawer)

• When choosing a shift template in the employee drawer, templates where the employee is ineligible for any role show an "Ineligible" or "Not Preferred" pill.
• Shift templates tagged "Ineligible" are greyed out and cannot be selected.

Conflict Dialog

• If an action (e.g. drag-and-drop) would assign an employee to a role they are not eligible for, a dialog titled "Ineligible for Role" appears listing the violations.
• For pure eligibility blocks the dialog shows a Close button only — the action cannot proceed.
• For mixed conflicts (eligibility + scheduling), the standard Cancel / Continue options appear.

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How Eligibility Appears on the Attendance Page

Role eligibility checks now extend to the Attendance & Timesheets page. When editing an employee's daily attendance record, the Role dropdown enforces the same compliance rules used on the roster.

Role Selector Behaviour

• "Ineligible" chip (red) — Appears next to any role where the employee fails a Require-mode compliance check. The role is disabled and cannot be selected.
• "Rostered" chip (amber) — Continues to appear next to the role that was originally rostered for the employee.
• Combined labels — If the rostered role is also ineligible, both labels appear (e.g. "Rostered/Ineligible").
• Tooltip — Hover over an Ineligible chip to see which compliance items are missing, expired, or in a warning state.

What This Means in Practice

• When you open an employee's attendance record and expand the Role dropdown, ineligible roles are visually flagged and blocked from selection.
• Roles the employee is qualified for remain fully selectable.
• This prevents managers from accidentally assigning a non-compliant role after the fact.

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Eligibility Rules at a Glance

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Managing Requirements

• Remove an item — Open the role, find the requirement row in the eligibility table, and click the delete icon.
• Change mode — Remove the existing item and re-add it with the new mode (Prefer or Require).
• View at a glance — The eligibility table on the role dialogue shows all linked compliance items, their group, and their mode (Required or Preferred).

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Tips

• Use Prefer for "nice-to-have" qualifications that shouldn't block rostering.
• Use Require for mandatory certifications where non-compliance is a risk.
• Compliance items already added to a role are greyed out in the selection dialogue to prevent duplicates.
• Search by name in the selection dialogue to quickly find compliance items across groups.
• Hover over eligibility chips and icons for a detailed tooltip showing the specific compliance item and its current status.
• Role eligibility is enforced on both the Roster and the Attendance page, so compliance gaps are surfaced wherever roles are assigned.