Important: Sparkrock will be making changes to Sparkrock 365 user licensing soon. For more information, go to Upcoming Sparkrock 365 User Licensing.

Sparkrock 365 User Licensing

Sparkrock 365 has the following types of user licenses:

  • Full User

  • Manager User

  • Employee User

These users are assigned on a named-user basis, which means each individual in an organization requires a separate user license, in compliance with the Microsoft Dynamics 365 Business Central platform. Only one license is required per user.

User licenses cannot be shared. However, the same individual can access Sparkrock 365 through multiple devices.

mySparkrock licensing

Depending on the user license type, users can have access to Sparkrock 365 and mySparkrock. Having access to both applications does not require more than one named-user license per individual.

Full User

A Full User is a user that requires full access to their respective functional areas and can have access to the full breadth of Sparkrock 365 and mySparkrock.

Full User

Key Features

The following list describes the key features of a Full User:
  • Full access to the capabilities available to a Manager User and Employee User.
  • Each Sparkrock 365 subscription will require having Full Users.
  • Can be granted access to all available product and feature areas of Sparkrock 365 with the capability to create, edit and delete.

Typical Roles

Typically, a Full User has one of the following roles within an organization:
  • Accounting Manager
  • Accounts Payable Coordinator
  • Accounts Receivable Coordinator
  • HR Manager
  • Payroll Administrator
  • Purchasing Agent
  • Scheduling Administrator
  • Training Administrator

A Sparkrock 365 Full User license requires a Dynamics 365 Business Central Essential license.

Security and permission Full User

Important

Important:
Through user security and permission configurations, a Full User can be granted access to the areas of Sparkrock 365 to which they require access. A Full User can be granted full access to all available product and feature areas with create, edit, and delete capabilities. These configurations are often defined by organizational requirements and can vary between organizations. The most appropriate configuration that suits Full Users of an organization is defined during the Sparkrock 365 onboard and launch process.

Manager User

A Manager User is a user in an organization who does not require Full User access and acts in a managerial capacity.

Manager User

Key Features

Within Sparkrock 365, a Manager User, including the Department Manager role, has the capability to perform the following tasks:
  • Approve budget sets.
  • Approve journals.
  • Approve purchase credit memos.
  • Approve purchase invoices.
  • Conduct financial reporting and analytics.
  • Create, approve, and view HR requests.
  • Create, approve, and view payment requests.
  • Create, approve, and view purchase requisitions.
  • Receive goods or services through purchase receiving.
  • View and approve expense claims.
  • View and approve purchase orders.
  • View posted purchase invoices and credit memos.
Within mySparkrock, a Manager User has the capability to perform the following tasks:
  • Approve absences and vacation requests.
  • Create and approve timesheets.
  • Manage and approve employee schedules.
  • View and complete manager tasks.

Typical roles

Typically, a Manager User has one of the following roles within an organization:
  • Department Manager
  • School Principals
  • School Secretaries
  • Senior Management
  • Team Manager

A Sparkrock 365 Manager User license requires a Dynamics 365 Business Central Team Member license.

Security and permission Manager User

Important

Important:
A Manager User has full access to mySparkrock, as defined by their user security and permission configurations, with limited access to Sparkrock 365 that constitutes read-only access and full Department Manager access. Department Manager access applies to the Finance and Procurement and HR Management extensions.

Employee User

An Employee User only has access to mySparkrock and does not have any approval capabilities. Often, Employee Users represent the most users in an organization.

Employee User

Key Features

Typically, an Employee User requires access to view their personal data, such as the following:
  • Pay statements
  • Profile information
  • Qualifications
  • Schedule
  • Tasks
  • Tax forms
  • Vacation and absences
An Employee User may also require access to enter data, such as for the following reasons:
  • Bid on shifts.
  • Edit their profile.
  • Fill out a timesheet.
  • Submit an expense claim.
  • Submit vacation and absence requests.

Security and permission Employee User

Important

Important:
An Employee User has access to mySparkrock, as defined by their user security and permission configurations and cannot access Sparkrock 365.

Finance and Procurement users

The following table describes the features and functionality that are available for the different license types for Finance and Procurement users.

Features and Functionality Full Manager Employee
Access to all areas of Finance and Procurement in Sparkrock 365 Check mark
Includes read-only access to Finance and Procurement in Sparkrock 365 Check mark Check mark
Approve Budget Sets Check mark Check mark
Approve Purchase Invoices Check mark Check mark
Approve Purchase Orders Check mark Check mark
Create and edit Budgets and Budget Sets Check mark
Create and edit Purchase Invoices Check mark
Create and edit Purchase Orders and Receiving Check mark
Create, edit, and approve Purchase Requisitions Check mark Check mark
Create, edit, and approve Payment Requests Check mark Check mark
Create and edit Purchase Receipts Check mark Check mark
Edit and complete Purchasing Card Transactional Data Check mark Check mark Check mark
Expense Claims Approval Check mark Check mark
Expense Claims Submission Check mark Check mark Check mark
Reporting and Analytics Check mark Check mark
Split a Purchasing Card Line Check mark Check mark Check mark
Upload Purchasing Card Data Check mark
View Purchase Orders and Receiving Check mark Check mark
View Purchase Invoices Check mark Check mark
For features and functionality that are not listed here, see the security and permission sections above. See above See above See above

HR Management users

The following table describes the features and functionality that are available for the different license types for HR Management users.

Features and Functionality Full Manager Employee
Access to all areas of HR Management in Sparkrock 365 Check mark
Includes read-only access to HR Management in Sparkrock 365 Check mark Check mark
Appraisals Check mark Check mark Check mark
Attendance Approvals Check mark Check mark
HR Requests and HR Request Approvals Check mark Check mark
My Profile, Attendance and Requests Check mark Check mark Check mark
My Team Check mark Check mark Check mark
Qualifications Check mark Check mark Check mark
Tasks (Manager) Check mark Check mark Check mark
Tasks (Employee) Check mark Check mark Check mark
Training and Registration Check mark Check mark Check mark
For features and functionality that are not listed here, see the security and permission sections above. See above See above See above

Scheduling and Time Entry users

The following table describes the features and functionality that are available for the different license types for Scheduling and Time Entry users.

Features and Functionality Full Manager Employee
Access to all areas of Scheduling and Time Entry in Sparkrock 365 Check mark
Includes read-only access to Scheduling and Time Entry in Sparkrock 365 Check mark Check mark
Admin Timesheets in mySparkrock Check mark Check mark Check mark
Confirm Shifts Worked in mySparkrock Check mark Check mark Check mark
My Schedule and Unit Schedule in mySparkrock Check mark Check mark Check mark
Timesheets (Manager) in mySparkrock Check mark Check mark Check mark
Timesheets (Employee) in mySparkrock Check mark Check mark Check mark
Unit and Approve Shifts Worked in mySparkrock Check mark Check mark Check mark
For features and functionality that are not listed here, see the security and permission sections above. See above See above See above

Payroll Administration users

The following table describes the features and functionality that are available for the different license types for Payroll Administration users.

Features and Functionality Full Manager Employee
Access to all areas of Payroll Administration in Sparkrock 365 Check mark
Includes read-only access to Payroll Administration in Sparkrock 365 Check mark
Access to Pay Statements Check mark Check mark Check mark
Access to Payroll Entry HR Requests Check mark Check mark
Access to Tax Forms Check mark Check mark Check mark
For features and functionality that are not listed here, see the security and permission sections above. See above See above See above

Internal administrator licensing

For information about internal administrator licensing, see Administration of Business Central Online.

External Accountant licensing

To access customer environments, your Sparkrock support and implementation representatives use External Accountant licenses. To learn more about External Accountant licenses, see Accountant experiences in Dynamics 365 Business Central.

See also

Licensing in Dynamics 365 Business Central

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