> For the complete documentation index, see [llms.txt](https://help.marcopayroll.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.marcopayroll.com/marco-user-guide-x4/2025/introducing-marco-os/user-roles-and-profiles.md).

# User Roles and Profiles

Marco OS is designed with distinct user roles and profiles to ensure streamlined access and management capabilities for all users. This guide explains the roles, their permissions, and how they interact within the platform.

***

### **User Roles Overview**

There are two primary user roles in Marco OS: **Vendor** and **Staff**. These roles are designed to ensure the right people have the right access and responsibilities.

***

### **1. Staff Role**

**Who They Are:**\
Staff users are employees of a specific customer or company within the platform. Their access is strictly tied to the company they belong to.

**Key Characteristics:**

* **Bound by Customer/Company**: Staff users are associated with a single customer account and cannot view or manage other customers.
* **Role Purpose**: This role is designed for employees to interact with features such as payroll, HR, and other company-specific functions.
* **Grouped by Profile Type**: Staff users in Marco OS are further grouped into profile types like **Manager** or **Worker** to define their responsibilities and access levels within a company
  * **Manager Profile**
    * **Access Scope**: Managers have higher-level permissions within their company.
    * **Key Responsibilities**:
      * Approving payroll runs and timesheets.
      * Managing team members’ profiles and data.
      * Viewing company-wide reports and insights.
  * **Worker Profile**
    * **Access Scope**: Workers have limited access to their own data and tasks.
    * **Key Responsibilities**:
      * Viewing personal pay slips and payroll details.
      * Updating personal information (e.g., bank details, contact information).
      * Submitting timesheets or leave requests.
  * **Example of Profiles in Action:**\
    A **Manager** logs in to approve payroll for their team, while a **Worker** uses their account to view their pay slip or request leave.
  * See **Profile Types** section for more details.

***

### **2. Vendor Role**

**Who They Are:**\
Vendors are responsible for managing the customers (companies) in the platform. Vendors have greater access and administrative capabilities compared to staff users.

**Types of Vendor Roles:**

**a. Vendor Admin**

* **Full Access**: Vendor Admins can manage all customers in the platform.
* **Vendor Portal Access**: They have exclusive access to the **Vendor Portal**, which provides tools to oversee platform-wide operations.
* **Responsibilities**:
  * Add and manage customers.
  * Monitor platform-wide activity.
  * Configure vendor-specific settings.

**Example Use Case:**\
A Vendor Admin adds a new customer (company) to the platform, assigns staff users, and monitors the customer’s payroll processing.

***

**b. Vendor User**

* **Restricted Access**: Vendor Users can manage only the customers assigned to them.
* **No Portal Access**: They do not have access to the full Vendor Portal but can perform tasks for their assigned customers.
* **Responsibilities**:
  * Manage payroll and HR activities for assigned customers.
  * Provide support to customer staff users.

**Example Use Case:**\
A Vendor User is assigned to manage three specific companies, ensuring their payroll runs smoothly and assisting staff users from those companies.

***

#### **Summary of Role Permissions**

| Role             | Access Scope       | Vendor Portal Access | Manage Customers | Profile Types (Manager/Worker) |
| ---------------- | ------------------ | -------------------- | ---------------- | ------------------------------ |
| **Staff**        | Bound to 1 company | No                   | No               | Yes                            |
| **Vendor Admin** | All customers      | Yes                  | Yes              | N/A                            |
| **Vendor User**  | Assigned customers | No                   | No               | N/A                            |

***

#### **Understanding Access and Permissions**

1. **Staff Role**: Limited to their company’s operations, ensuring data security and focus. Grouped into Managers and Workers for streamlined functionality.
2. **Vendor Roles**: Designed for platform managers, with a clear distinction between admins and users for controlled access.
3. **Scalability**: This role structure ensures that the right level of control and responsibility is delegated within the Marco OS ecosystem.


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