Before you start
You need Administrator access to edit staff roles. Schedulers may also have this access depending on your facility's permission settings — check with your Administrator if you're unsure.
Roles are configured at the community level. If the role you need doesn't appear in the selection list, ask your Administrator to add it in Community Settings before proceeding.
Add a role
Go to the Teams page.
Click the role title listed below the name of the staff you want to update. This opens the roles menu.
Click + Add Role.
Select the role from the list.
Select the Work status
Click Save.
Remove a role
Go to the Teams page.
Find the staff member and click the role title below their name to open the roles menu.
Click the three dots next to the role you want to remove.
Select Archive role.
Confirm you want to archive that role on the message popup.
Click Save.
The role is removed from their profile. Any shifts already scheduled for that staff member under that role are not affected.
Restore an Archived Role
When a role is removed, it moves to the Archived roles section rather than being permanently deleted. You can restore it at any time.
Go to the Teams page.
Find the staff member and click the role title below their name to open the Edit roles menu.
Click the dropdown arrow (↓) next to Archived roles to expand the section.
Click the three dots next to the archived role you want to restore.
Select Restore role.
Click Save.
The role is added back to the staff member's active roles and they can be scheduled for shifts in that role again.
Staff who work multiple roles
If a staff member works across more than one department — for example, as both a CNA and a Housekeeper — you can assign both roles to their profile using the same steps above. Each role you add lets you schedule them for shifts in that department.
The role shown at the top of their profile is their primary role.
To change which role is primary, click the star icon next to the desired role.
Common Questions
Q: A staff member can't be assigned to a shift — what could be wrong?
A: The most likely cause is that the required role isn't linked to their profile. Open their profile on the Teams page and check which roles are listed. If the role for that shift is missing, add it following the steps above.
Q: I added a role but the staff member still can't be scheduled. What should I check?
A: Make sure the role you added matches the department the shift belongs to. See How to Set Up Employee Positions
Q: The role I need doesn't appear in the selection list. How do I add it?
A: Roles are managed at the community level — individual staff profiles can only use roles that already exist. Ask your Administrator to add the role in Community Settings, then come back and assign it to the staff member.
Q: What's the difference between a role and a skill?
A: A role is the job a staff member holds — it determines which departments and shifts they can be scheduled for. A skill is a specific qualification (such as a certification) that can be required for certain shifts on top of their role. See How to Add and Manage Skills for details.