Supervisor — Role overview

Overview

Supervisor is the delivery role in MyApprentice — the person who runs day-to-day work on the ground. You schedule and assign shifts, brief the field team with Shift To-Do’s and internal notes, approve timesheets at the end of the week, and complete jobs ready for invoicing. You can also create and send quotes and invoices, and you can be scheduled as a worker yourself (and clock in/out). A small number of senior actions sit with the Business Owner — delete records, configure Business Settings, and manage users at the business level.

Who This Workflow Is For

The Supervisor role is for the person running team delivery — typically a foreman, leading hand, or operations lead. There can be more than one Supervisor in a business. The Business Owner owns the business and configures it; Admin runs back-office workflows and can finalise jobs and approve timesheets, but cannot clock in, export payroll, or be a shift assignee; Finance handles invoicing, payroll export, and Xero; Tradies and Apprentices do the field work.

What this role can do

The Supervisor profile below is grounded in the confirmed role-based permissions for the platform.

Schedule and dispatch. Create, edit, view, and delete schedules; assign workers to shifts; create unassigned shifts and allocate later; build multi-day or recurring shifts; reassign or delete a scheduled shift before work starts; view the schedule board across Day, Week, Month, Team, and All views; notify employees of newly assigned shifts.

Run jobs. Create, edit, and view jobs; add internal notes and Job To-Do’s; share job details with the client through the Client Portal; update job status; and complete or finalise a job. Together with the Business Owner you are the role that can finalise a job — Admin, Finance, Tradie, and Apprentice cannot.

Field work. As a Supervisor you can also be scheduled as a worker. You can clock in and out on your own assigned shifts, complete shifts, upload photos/notes, and mark shift to-dos complete.

Field work — extra reach. When you are scheduled as a worker yourself, you can edit your own shift card and any other employee’s shift card directly. Tradies and Apprentices can only edit their own assigned shift cards.

Approve and run timesheets. Approve and unapprove submitted timesheets before payroll. Export payroll for the week (you are one of Business Owner, Supervisor, or Finance who can run the export).

Quote and sell. Create, edit, and send quotes; record quote acceptance (portal, email, or manual); convert accepted quotes into jobs; handle expired or not-accepted quotes. Quote portal sharing is included in the quote send/email action.

Invoice. Create, edit, and send invoices (from quote, from completed job, or manually); generate invoice PDFs; mark invoices as paid through the three-dot action menu next to the invoice amount (or from inside the invoice); push invoices to Xero (single, or all in one operation using Send all to Xero).

Materials, suppliers, supplier invoices. Create, edit, and view materials, suppliers, and supplier invoices. Adjust stock manually; upload supplier invoices and apply them to inventory. Deleting a material, supplier, or supplier invoice is restricted to the Business Owner.

Clients. Create, edit, and view clients; review the client history (Quotes, Jobs, Enquiries). Deleting a client is restricted to the Business Owner and Admin.

Public enquiry form. View and action incoming enquiries; reply via the Email client back action; convert an accepted enquiry into a quote.

Messages. View all message threads and send messages, scoped to the linked job or quote.

Before You Start

You need a registered Supervisor user account, invited by the Business Owner. After accepting the invite, set up MFA on the Customisation → Security tab. As a Supervisor you have a shorter MFA recency window than non-privileged roles, so you will be re-checked more often.

Supervisor guardrails (at a glance)

Supervisor cannot do the following — they sit elsewhere by design:

• Delete a client — Business Owner or Admin.
• Delete an invoice — Business Owner only.
• Delete a job — Business Owner only.
• Delete a material, supplier, or supplier invoice record — Business Owner only.
• Delete a quote — Business Owner only.
• Configure Business Settings — Business Owner or Admin (you do not have Business Settings access).
• Manage other users — Business Owner or Admin invite, edit, delete users. You can edit your own profile only.
• View Document History — Business Owner only.

Related guides

The full list of Supervisor Help Centre articles is in the Supervisor Role Index. Articles to read first if you are new to MyApprentice as a Supervisor:

• Set up MFA
• Review your attention items at login
• Open today’s scheduled work
• Assign a worker to a shift
• Review submitted timesheets
• Complete a job
• Create a quote or invoice

For end-to-end journeys that span more than one role, see the workflow guides in .