With our user permissions, you are in control of what roles and user permissions an employee or administrator gets. So you can give someone only permissions to manage the Academy in the organization dashboard, or only permissions to manage the schedule within a community. Check out our tutorial underneath for more information on how to assign user permissions as an organization admin:
Create new admins and permissions
To give administrators specific permissions, a separate role for this will first need to be created. You can give specific permissions within the organization (Organisation role) or within an individual community (Community role). To create these roles as an organization administrator, go to the organization dashboard and then click on “Admins”. You will see the following screen:
Create organization role:
As you can see, you can create two different roles. If you want to create an organization role, click “+ Create role” next to “Organisation roles” and then you can create a role where, for example, an employee in the organization dashboard can only manage the Academy. For example, such a role could be called "Academy manager”.
Then you could assign this role to an employee of your choice who is in the organization dashboard. To do this, you need to go to “Admins” and click “+ Add admin”. Choose an organization admin, or multiple admins, to whom you want to give a specific role and click "Select admins”. Next, you can assign a specific role. It will look like this:
It is important to note that admins can have multiple roles. You can then see by the crosses and ticks what permissions this admin has. If you click on “Organisation admin” (with the star), then an organization admin will automatically get all the permissions that are available.
Examples of organization roles:
Academy Manager: It might be that an external party in an organization creates the onboarding and eLearning modules. We can imagine that it would be undesirable that this person also has access to all communications in the communities or has the possibility to manage employees.
Communications Manager: In such a case, for example, one could choose to only have access to the “Organisation message management”, where one can only create, view, and delete organization messages. It is then not possible, for example, to manage the company style or add/remove employees in “Employee management”.
Community Manager: It might be desirable that the admin from the organization only has the permissions to make changes in the various communities in the organization dashboard. This includes adjusting the groups, as well as appointing admins, and adjusting general settings within these communities.
HR Manager: It might be desirable for employees working in the HR Department to only have access to the “Employee management”, where they can add, change and delete employees. You can also choose to give them access to, for example, “Organisation group management”, because it may be desirable that they also have the possibility to create, change or delete organization groups.
Create community role
In addition to organization roles, you can also create roles specifically for a community, typically for example the departments/branches within an organization. You can create these roles by going to “Admins” in the organization dashboard and then to “Roles”. Here you will see “Organisation roles” and “Community roles” listed. Then click on “+ Create role” and you will see the screen below:
Here it is possible to manage specifically within a community, for example, the Flexchange requests, but also the schedule and/or the ability to mark messages as important (“Communication management”). In the above example, we are going to create a Schedule Manager. You can allow this Schedule Manager to make changes only for their position or all positions within a community. Select the roles as desired and enter an appropriate name for this role on the top of the screen.
Next, from the organization dashboard, go to the appropriate community in which a Schedule Manager needs to be assigned. In the community, you can then go to “Community settings” (bottom button in the left bar within the community.
Then go to “Admins” and click on “+ Add Admin”. Next, select the intended Schedule Manager(s) as shown in the image below:
After this, you can select the role this person should have. You will immediately see on the right side which topics will come under the management of the selected person:
You can also give employees multiple roles. The number of ticks in the above screen will then automatically expand. If you click on “Community admin” (with the star), an employee will automatically receive all the permissions that are available.
Examples of community roles;
Schedule Manager: For example, you could specifically give a team leader within a community the permissions to create and/or modify schedules for employees. Optionally, you can also combine this with “Flexchange management”, if you would like this person to be able to approve or disapprove shift changes as well.
Team Leader: As indicated in the example above, there are several options available. For example, you can make team leaders responsible for "Colleague management”, enabling them to add and delete employees, "Flexchange management”, enabling them to approve or disapprove shift changes, and “Onboarding management”, enabling them to view the statistics of this and follow-up employees.
Document manager: You can appoint an employee to be responsible for all documents in 'My documents' within the community dashboard, this saves you a lot of time to keep all manuals, lists and other important files up-to-date.
Key User: Especially in the initial phase when using the app, it pays to designate some so-called “key users” who post useful information on the timeline. We often see that adoption is faster and employees will be more engaged. Such an employee could, for example, only be allowed to mark messages as important, edit messages, view their statistics, and manage community groups (“Communication management”).
If you have any questions about assigning roles and user permissions to employees, or would like some advice on how to set it up within your organization, do not hesitate to contact us via the live chat! 👉
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