--- title: How to Set Up Role Eligibility Requirements description: Role Eligibility lets you link compliance items (certifications, qualifications, inductions) to company roles. When an employee is assigned to a shift with that role, Timecloud checks whether they hold the required compliance items and flags any gaps directly on the roster and in the attendance page. --- [Skip to content](https://help.jointimecloud.com/how-to-set-up-role-eligibility-requirements#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. [Roster](https://help.jointimecloud.com/roster?hsLang=en) # How to Set Up Role Eligibility Requirements ## Role Eligibility lets you link compliance items (certifications, qualifications, inductions) to company roles. When an employee is assigned to a shift with that role, Timecloud checks whether they hold the required compliance items and flags any gaps directly on the roster and in the attendance page. What You'll Need - Company roles already created in Settings. - Compliance groups and items set up in Compliance Management. --- 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. ![Image 11-06-2026 at 3.05 PM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2011-06-2026%20at%203.05%20PM.jpeg?width=670&height=363&name=Image%2011-06-2026%20at%203.05%20PM.jpeg) 3. Scroll down to the Role Eligibility section. 4. Click Add Compliance Item. ![Image 11-06-2026 at 3.06 PM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2011-06-2026%20at%203.06%20PM.jpeg?width=670&height=363&name=Image%2011-06-2026%20at%203.06%20PM.jpeg) 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. ![Image 11-06-2026 at 3.07 PM-2](https://help.jointimecloud.com/hs-fs/hubfs/Image%2011-06-2026%20at%203.07%20PM-2.jpeg?width=670&height=362&name=Image%2011-06-2026%20at%203.07%20PM-2.jpeg) 8. Back on the role dialogue, review the table showing Item, Mode, and a Remove button for each. 9. Click Save. ![Image 11-06-2026 at 3.07 PM](https://help.jointimecloud.com/hs-fs/hubfs/Image%2011-06-2026%20at%203.07%20PM.jpeg?width=644&height=283&name=Image%2011-06-2026%20at%203.07%20PM.jpeg) --- ### 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. --- ### 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. --- ### Eligibility Rules at a Glance     | Mode | Compliance Status | Indicator Shown | Can Assign? | | --- | --- | --- | --- | | Require | Missing | "Ineligible" (red) | No — blocked | | Require | Expired | "Ineligible" (red) | No — blocked | | Require | Warning | "Ineligible" (red) | No — blocked | | Require | Valid | None | Yes | | Prefer | Expired | "Not Preferred" (orange) | Yes | | Prefer | Missing / Warning / Valid | None | Yes |       --- ### 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). --- ### 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. - [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