These definitions focus on how each persona interacts with Roubler and what they care about in the system.
1. Employee
Role summary
Frontline team member using Roubler for day‑to‑day work admin and visibility (shifts, time, leave, pay, and personal details).
Primary interests in Roubler
Getting paid correctly and on time with minimal effort.
Having clear visibility of rosters and upcoming shifts.
Simple, reliable access to clocking in/out, leave, and payslips.
A mobile‑friendly experience that “just works” with minimal training.
How they use Roubler
Log in (usually on mobile) to:
View rosters and open/bid shifts.
Clock in/out and take breaks where mobile clocking or kiosks are enabled.
Submit and track leave and unavailability.
View and update personal, contact, and bank details.
Access payslips, contracts, and policy documents.
Occasionally respond to messages and notifications sent by managers (where enabled).
What success looks like
Knows where and when they are working.
Can self‑serve most common questions (shifts, leave, payslips) without calling HR or managers.
Experiences few login or access issues and trusts Roubler as “source of truth” for work details.
2. Manager
Role summary
People leader responsible for a team or location, using Roubler to manage rosters, time & attendance, leave, and day‑to‑day workforce operations.
Primary interests in Roubler
Ensuring the business is properly staffed at the right times and locations.
Reducing manual admin around rostering, swaps, approvals, and chasing staff.
Having real‑time visibility of who is working, who is late, and who is on leave.
Maintaining labour cost and compliance (breaks, overtime, award rules) without becoming a payroll expert.
How they use Roubler
Build, adjust, and publish rosters, manage shift swaps and open shifts.
Monitor time & attendance: late arrivals, missed clock‑ins, exceptions.
Review and approve/decline timesheets and leave requests for their team.
Check basic labour cost and staffing reports for their store/department.
Maintain basic employee details (e.g. locations and roles) within their scope.
Act as first‑line support for employees with login, access, or profile issues, escalating to Admins or Support only as needed.
What success looks like
Fewer rostering and attendance surprises; shifts are covered with minimal last‑minute changes.
Approvals (leave, timesheets) are quick and clean, with fewer payroll queries.
Managers spend more time leading and less time in spreadsheets or chasing people.
3. Payroll Administrator
Role summary
Specialist responsible for accurate and compliant payroll, using Roubler to manage timesheets, leave, pay rules, and integrations to the payroll/finance system.
Primary interests in Roubler
Accurate, on‑time payroll with minimal corrections and re‑runs.
Confidence that time, leave, and pay rules are configured and applied correctly.
Smooth integration between Roubler and the payroll engine (e.g. SimplePay, Employment Hero, PaySpace).
Strong auditability and compliance around pay, entitlements, and approvals.
How they use Roubler
Owns the end of the chain:
Validates and authorises timesheets received from managers.
Reviews and corrects exceptions (missing shifts, overlaps, incorrect rates).
Checks and maintains leave balances and accruals.
Manages payroll configuration:
Pay items, pay cycles, overtime and loading rules, and payroll‑related settings.
Validates changes to permissions that impact payroll workflows (e.g. Authorise Timesheets, Payroll Management).
Coordinates parallel pay runs and go‑live checks during implementation.
Investigates and resolves payroll tickets raised by managers or employees, often working with HR and Technical Administrators.
What success looks like
Pay runs export from/through Roubler with minimal manual intervention.
Significant reduction in payroll errors, adjustments, and “emergency” runs.
Clear ownership of payroll‑related settings and change control.
4. HR Administrator
Role summary
People & culture or HR specialist responsible for employee records, onboarding, compliance documents, and HR policies in Roubler.
Primary interests in Roubler
Having clean, complete employee records (personal, right‑to‑work, contracts, policies).
A smooth onboarding experience that captures all required data and acknowledgements.
Ensuring policies, documents, and qualifications are managed centrally and are easy for managers and employees to access.
Reducing manual HR admin and duplicated data entry across systems.
How they use Roubler
Create and maintain employee profiles:
Personal info, contact details, job details, locations, and employment status.
Right‑to‑work/visa information, qualifications, and requirements.
Design and manage onboarding flows:
Send invitations, track completion, and follow up on outstanding tasks.
Manage onboarding content: contracts, policy documents, forms to be completed.
Maintain document libraries and templates (contracts, policies, forms).
Manage terminations and archival of employees in line with privacy and retention guidelines (e.g. moving to HR‑only locations).
Provide second‑line support for login, access, and profile issues when managers cannot resolve them.
What success looks like
All employees onboarded correctly before first shift/pay.
HR records in Roubler are trusted as the single source of truth.
HR has strong visibility of compliance (right‑to‑work, training, policies acknowledged).
5. Account Administrator
Role summary
Business owner of the Roubler account at the customer, responsible for commercial relationship, governance, and high‑level system configuration and access.
Primary interests in Roubler
Achieving ROI: better control, compliance, and productivity from Roubler.
Ensuring the system aligns with company policies, structure, and processes.
Maintaining licence usage and billing in line with actual active users.
Minimising operational risk by owning governance around permissions, locations, and change management.
How they use Roubler
Configure and review organisation‑wide settings:
Company details, locations hierarchy, and global rules.
Default permission groups and access guardrails.
Manage admin and manager access:
Decide who is an Admin, who can run payroll, and who has finance/BI access.
Periodically review access for risk, privacy, and least privilege.
Oversee licence and active user counts:
Ensure only eligible/active staff remain as active users for billing.
Represent the business in the relationship with Roubler Support / Customer Success:
Coordinate escalations.
Approve changes with broad impact (e.g. new features, integrations).
What success looks like
Clear ownership and accountability for how Roubler is configured and used.
Fewer surprises on billing, user access, or compliance.
Stakeholders (operations, HR, payroll, IT) feel the system supports their goals without chaos.
6. Technical Administrator
Role summary
IT or systems specialist responsible for the technical health of Roubler: authentication, integrations, security, and connectivity.
Primary interests in Roubler
Secure, stable access and authentication (e.g. SSO, MFA) that aligns with corporate standards.
Reliable integrations between Roubler and other systems (payroll, HRIS, identity, BI).
Minimising technical incidents affecting login, performance, or data flow.
Clear ownership of API, webhooks, and configuration changes from a technical risk viewpoint.
How they use Roubler
Configure and maintain authentication and access methods:
SSO / identity provider connections and MFA policies (where applicable).
Coordinate with Account/HR Admins on username conventions and login flows.
Implement and monitor integrations:
Payroll or finance systems.
Upstream HR or identity systems (user provisioning).
Downstream reporting/BI tools.
Work with Roubler and internal teams on technical troubleshooting:
Login failures, orphaned usernames, device/app compatibility issues, and environment changes.
Support environment and API management:
API clients/keys, webhooks, and test/staging environments where applicable.
What success looks like
Users experience fast, reliable login and consistent access across web and mobile.
Integrations run with minimal manual intervention or rework.
Technical changes are deliberate, documented, and do not surprise business owners.