⚠️ Prerequisite: Viewing the account's role configuration requires the permission "View the rights table".
📖 Introduction and concepts
The roles assigned to users define their rights in Workelo. Configuring these roles allows you to precisely manage who can do what on the platform.
💡 A role itself belongs to a role family:
- A role is a group of employees sharing the same rights.
- Each role is linked to a role family that grants it certain implicit rights. There is a hierarchical relationship between role types (a Manager role family cannot elevate its rights above an HR role family).
Each role has a name, a role family, and rights.
🙋 Users' rights are in no way defined by their involvement as a stakeholder in a journey.
🖼️ The rights table
- Go to Account > Settings, then to the Security and data tab.
- Click the View permissions button to open the table.
The table displays the list of rights based on the different roles configured on your account. The last row of the table shows which family each role belongs to.
👥 Edit roles
Roles cannot be edited by you at this time. You either have the default roles (see below) or roles already customized for your account.
🧑⚖️ Edit rights
Rights cannot be edited by you at this time. You either have the default role rights or rights already customized for your account.
👶 Role families
- Owner / Administrator: an employee whose role belongs to this family can have any involvement as a stakeholder in a journey. They have rights across the entire platform.
- HR: an employee whose role belongs to this family can have any involvement as a stakeholder in a journey.
- Manager: can be involved as a Manager, Contributor, Buddy, or involved party in a journey.
- Colleague: can be involved as a Contributor, Buddy, or involved party in a journey.
- Employee: cannot be involved as a stakeholder in a journey. Role reserved for employees with an active journey.
Specifics of the Archived role:
The Archived role is present by default on your account; it is automatically assigned to employees whose journey has been deleted.
Change an employee's role
See Create and manage your employee database 👥
💡 Reminder: you can only assign a role that is equal to or lower than your own.
For example, if you have a role in the "HR" family, you cannot assign an "Administrator" family role to a user (or to yourself).
Rules to know when changing the role of an employee involved in a journey:
- An employee can be moved to a role in the Owner or HR family regardless of their involvements as a stakeholder in journeys;
- An employee can be moved to a role in the Manager family if they are not involved as HR or Administrative Manager (default names) in a journey;
- An employee can be moved to a role in the Colleague family if they are not involved as HR, Administrative Manager, or Manager (default names) in a journey;
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An employee should never be moved to an Employee or Archived role if they previously held a higher role.
Access to the Stakeholder and Collaborator Spaces
All roles can access the Employee Space if they have an active journey.
Access to the Stakeholder Space requires the permission Access to the Stakeholder Space and an invitation to it.
💡 See also: Accumulate journeys and spaces 🗂️
Who can access forms and documents in a journey