Users may be assigned one or more roles in ESS. All users by default will be assigned the ‘User’ role. Click here for a grid view of the available Roles in ESS, their Kiosk counterpart, definition and an example of a district employee who may have the role.
Listed below is an overview of the ESS menu options available to a user based on their role(s) with hyperlinks to the specific chapter or area in the ESS user guide that explains the option in more detail.
User Role
ESS Demo for user with User role
Listed below are the menu options available for a user with User role
Create New Data Change Request
Admin Role
Full access to all menu options of ESS. NOTE: Careful consideration should be given when granting admin role to a district user.
District Manager Role
Full access to all menu options of ESS with the exception of creating, editing or deleting users with Admin role.
Announcement Board Manager
Additional access to the Announcement Manager menu option which includes the ability to create/post announcements that will appear on the Home screen.
Leave Manager Role
Listed below are the additional menu options available for a user with the Leave Manager role:
Home screen’s Pending Workflows Tasks grid - Resend Leave Request Data area. This area will only ever include leave requests that failed to complete somewhere in the workflow process (usually due to technical issues… i.e., if a leave requests is processing final approval and ESS system goes down). The workflow for this leave request will be halted and will require manual intervention from the Leave Manager to re-send the data to the next step of the workflow process.
Access to the following Leave Request menu options:
Access to the entire Leave Management menu
Access to the following Absence Management (AESOP Integration) menu options:
Access to Batch Job
Leave Approval Workflow Manager
Listed below are the additional menu options available for a user with the Leave Approval Workflow Manager:
Access to the following Users menu options:
Leave Calendar Roles
Listed below are the available Leave Calendar roles. All leave calendar roles will display the additional ‘District Leave Calendar’ option under the Leave Calendars menu.
Leave Calendar By Building: Use ‘Filters’ to view staff leave requests within the same building(s) as your position(s). Example User: Building Principals/Secretaries
Leave Calendar by Department Code: Use ‘Filters’ to view staff leave requests on one or more district department codes and/or leave request types. Example User: Food Service Director
Leave Calendar by District Building: Use ‘Filters’ to view staff leave requests on one or more district building codes and/or leave request types. Example User: Superintendent
Leave Calendar by Pay Group: Use ‘Filters’ to view staff leave requests one or more district pay groups and/or leave request types. Example User: Transportation Director
Leave Calendar for District Staff: By default, the calendar displays all staff leave requests. Select
to filter one or more leave request types and/or employees in order to display only those leave requests that match your filtered data.
Leave Request Approver Role
Listed below are the additional menu options available for a user with the Leave Request Approver role:
If a Kiosk user was included as a Group Member as an approver in Kiosk, this role is automatically granted in ESS after conversion. Otherwise if a Kiosk user was able to approve their staff’s leave due to being listed in the Supervisor field of their staff’s USPS Position record, the Leave Request Approver role must be added to their ESS User record either manually or via a spreadsheet update to their existing role.
Access via Home screen’s Pending Workflows Tasks grid - the Leave Request Approval area in order to view/approve/reject their staff’s leave requests
Access to Leave Request Approval menu option to view/approve/reject their staff’s leave requests
Leave Supervisor for Staff Role
Listed below are the additional menu options available for a user with the Leave Supervisor for Staff role. NOTE: This role does not provide the ability to approve leave… user must have the Leave Request Approver role to approve leave.
Access to the following Leave Requests options
Access to Leave Calendars>Supervisor Leave Calendar
Data Change Manager
Access to Data Change Management menu option
Substitute Coordinator Roles
Listed below are the available Substitute Coordinator roles. All substitute coordinator roles will have access to the Sub Coordinator menu and Leave Requests>View District Leave option.
Substitute Coordinator: ability to enter substitute information on any submitted leave request where substitute needed is selected.
Substitute Coordinator - Read only: ability to view (only) any submitted leave request where substitute needed is selected.
NOTE: The following roles are currently not in use: ESS-990
Substitute Coordinator by Building
Substitute Coordinator by Building - Read only
Substitute Coordinator by Department Code
Substitute Coordinator by Pay Group
Timesheet Approver
Listed below are the additional menu options available for a user with the Timesheet Approver role:
Access via Home screen’s Pending Workflows Tasks grid - the Timesheet Approval area in order to view/approve/reject their staff’s timesheets
Access to Timesheet Approval menu option to view/approve/reject their staff’s timesheets
Access to Timesheets>Supervisor Timesheet to view (only) their staff’s timesheets
Timesheet Approval Workflow Manager
Listed below are the additional menu options available for a user with the Timesheets Approval Workflow Manager:
Access to the following Users menu options:
Timesheet Manager
Listed below are the additional menu options available for a user with the Timesheet Manager role:
Access to the following Timesheets menu options:
Access to the entire Timesheet Manager menu
Access to Batch Job
Whitelist Manager
Users with Whitelist Manager Role have the ability to manage trusted websites that display on the custom links area of the Home screen. If a website has been whitelisted, they will be directed to the new site on click; whereas a URL that is not whitelisted, a dialog will appear to warn the user they are navigating to a new site.
Access to the Manage Whitelist option under the Custom Links menu
Custom Links Manager
Users with Custom Link Manager Role have the ability to include web links that will appear on the Home Screen (i.e. district website, etc)
Access to the Manage Custom Links option under the Custom Links menu
Metrics API
Will be documented soon.