The Power of Custom User Permissions in Care Home Workforce Management

Managing rotas in care homes is never a one-size-fits-all process. Every home operates differently, even under one company brand and workforce management platform needs to reflect that. One of the biggest challenges care homes face when using off-the-shelf rota systems is user permissions, or more accurately, the lack of flexibility in them.

Most platforms offer simple, pre-defined roles like User, Admin, and Super Admin. But in care homes, where workforce structures are more nuanced, this just doesn’t work. That is why at JMS One, we built a fully customisable permissions system designed specifically for care homes, whether you are managing a single unit or multiple locations.

Why Are User Permissions So Important in Care Homes?

Every care home operates under a unique management structure, with different people responsible for different aspects of workforce management. The right permissions ensure that:

✅ The right people have access to the right information – No more unnecessary access or confusion over who can edit what.

✅ Sensitive data stays protected – Limit access to payroll, compliance records, or staff details to only those who need it.

✅ Managers work efficiently – Reduce admin time by giving each manager control over their specific responsibilities.

✅ Multi-site operations run smoothly – Regional managers may need oversight across several locations, while home managers only need access to their own team.

JMS One’s Permission System: Built for Care Homes

Instead of forcing care homes into a rigid structure, JMS One offers 13 main permission categories that align with the different modules of our workforce management platform. But we don’t stop there, within those categories, there are 92 individual checkboxes allowing for granular control over who can access, edit, or approve different areas of the system.

Examples of Custom Permissions in Action

🔹 A home manager might need full access to rota creation, shift allocation, and staff leave approvals, but not payroll.

🔹 A regional manager may need visibility across multiple locations, with permissions to oversee compliance and recruitment.

🔹 A senior carer could be granted limited permissions to approve shift swaps but not change the entire rota.

🔹 A finance team might only need access to payroll and timesheets without touching scheduling or recruitment.

This flexibility allows every care home to tailor access to suit their own management structure rather than adapting to a generic software model.

Easy Setup Without the Hassle

We understand that care homes are busy environments, and spending hours configuring user permissions is not always an option. That is why we offer:

✅ Pre-configured permission templates based on best practices in the care sector.

✅ Cloning features so that once permissions are set up for one home, they can be easily applied to others.

✅ Full customisation at any time, so if responsibilities change, permissions can be adjusted in just a few clicks.

Giving Managers Time Back with Smarter Workforce Management

At JMS One, our goal is to make workforce management as effortless as possible for care homes. Permissions might not be the most exciting feature, but they make a huge difference in efficiency, security, and compliance. By ensuring the right people have the right access, care teams can spend less time on admin and more time focusing on delivering quality care.

If you are tired of one-size-fits-all workforce management platforms, it is time to see how JMS One can transform the way you run your care home rotas.

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