Everything you need to run your team from the Manager panel — workflows, permissions, tips, and the thinking behind it all.
The Manager panel is only visible to Manager, Admin, and Owner roles. It's your control center for everything team-related — live status, requests, records, and communications.
Nine panels, each built around a specific management task. Here's what lives in each one.
Your auto-generated action list. Pending time-off requests, stale clock entries needing review, new hires missing setup details, and unread feedback all surface here.
Auto-generatedA live view of every employee currently clocked in, their clock-in time, and total hours accumulated today. Refreshes automatically.
Real-timeReview pending requests showing the employee's name, dates, type, hours, and any note they added. Approve or deny with an optional manager note — the employee is emailed your decision instantly.
Emails employeeSet and adjust PTO and UTO balances in hours for any employee. New hires with missing balances are flagged at the top until you enter them.
Editable any timeEdit job title, department, employment type, role, active status, and PIN for any non-Owner employee. Owner accounts are locked here — use Airtable directly for those.
Full edit accessView any employee's full clock history, filterable by pay period. Entries flagged for manager review (corrections submitted by employees) are highlighted.
Read + reviewAdjust clock-in, clock-out, and break times directly. All edits are marked as manager-adjusted and preserved in the audit trail. Always add a note explaining the change.
Audit-loggedWrite and publish announcements to all staff, specific departments, or individual employees. Optional acknowledgment requirement — employees confirm they've read it and the date is recorded.
Targeted audienceAdd policy docs, guides, and forms with a name, URL, and audience. Require acknowledgment for anything that needs a sign-off — track who has and hasn't completed it.
Signature trackingThe seven things you'll do most often in the Manager panel, step by step.
Go to Time Off. Pending requests are listed at the top. Tap Approve or Deny, add an optional note for the employee, and confirm. They receive an email immediately with your decision and any note you left.
Go to Edit Entries. Select the employee and pay period, find the entry, and tap to edit clock-in, clock-out, or break times. Add a manager note explaining the change. The entry is flagged as manager-adjusted in the audit trail — the original times are never deleted.
After digital onboarding the employee appears in Tasks under New Hire Setup. Open the Roster, find their name, and set Department, Employment Type, Job Title, and PTO/UTO balances. Complete in-person steps (W-4, I-9, direct deposit) and co-sign the Confidentiality Agreement.
Go to Roster, find the employee, tap Edit, and enter a new 4–8 digit PIN in the Reset PIN field. Tap Save. They can log in immediately. Owner accounts cannot be edited here — changes to Owner accounts must be made directly in Airtable.
Go to Post Memo. Write your title and body. Set the audience — All Staff, By Department (pick one or more), or specific employees. Check "Requires Acknowledgment" if you need confirmation. Tap Post and it appears in employee Memos immediately.
Go to Documents in the Manager panel. Add a document name, paste the link (Google Drive, PDF, etc.), set the audience, and choose whether acknowledgment is required. Active documents appear in employee Documents immediately.
Go to PTO & UTO. New hires with missing balances appear flagged at the top. Enter their hours (e.g. 40 for 40 hours of PTO) and save. Balances update on their Home screen immediately and appear in any future time-off requests.
Roles are set in Airtable and displayed in the Roster. The Manager panel is visible to Manager, Admin, and Owner roles only.
| Capability | Employee | Manager | Admin | Owner |
|---|---|---|---|---|
| Clock in / out, view own records | ✓ | ✓ | ✓ | ✓ |
| Request & track own time off | ✓ | ✓ | ✓ | ✓ |
| Read memos, docs & benefits | ✓ | ✓ | ✓ | ✓ |
| Submit feedback (incl. anonymous) | ✓ | ✓ | ✓ | ✓ |
| Approve / deny time-off requests | — | ✓ | ✓ | ✓ |
| Review & adjust any timesheet | — | ✓ | ✓ | ✓ |
| Post memos & documents | — | ✓ | ✓ | ✓ |
| Manage roster, set PTO / UTO | — | ✓ | ✓ | ✓ |
| Onboard new hires & process payroll | — | ✓ | ✓ | ✓ |
| Read Owner Direct messages | — | — | — | ✓ Only |
| Modify Owner accounts | — | — | — | Airtable only |
The Tasks panel is your action queue. Pending time-off requests, flagged corrections, and new hires needing setup all surface here automatically — nothing slips through if you check it first.
Employees see "pending" until you act. A quick decision with a note goes a long way — they're emailed the moment you respond, so they're never left guessing about their schedule.
Posting to "All Staff" when something only applies to Packaging creates noise. Target by department or individual to keep the feed relevant and make acknowledgments meaningful.
Manager-adjusted entries are audit-logged. A clear note ("Employee reported leaving at 4pm, system showed open entry") keeps the record clean and protects everyone if questions arise later.
You cannot edit role, department, PIN, or status for Owner-department employees here. Those changes must be made directly in Airtable to prevent accidental lockouts of ownership accounts.
Swift Team Hub wasn't built because we needed another tool. It was built because we wanted a single, honest place where every person on this team, from their first day to their hundredth shift, feels organized, informed, and heard. It's to empower our leaders to help empower our team. — Nate & Eric, Swift Coffee