User Roles & Permissions

User Roles & Permissions

Understanding User Roles and Permissions in We360.ai: Admin and Standard Roles Explained


In any organization, managing who has access to what is crucial for smooth operations. At We360.ai, we’ve made this process easy and intuitive through our Role Setting feature. This guide will help you understand how roles and permissions work in We360.ai and how you can leverage them to manage your team’s access and responsibilities effectively.


Why Roles and Permissions Matter

Roles and permissions ensure that employees only have access to the tools and data they need to perform their job. By assigning the right roles, you can:
  1. Enhance Security by limiting access to sensitive information.
  2. Boost Productivity by providing access only to the relevant features and reports.
  3. Simplify User Management by tailoring each user’s experience to their role in the organization.

The Three Essential User Roles in We360.ai

We360.ai provides three default roles that come with preset permissions. These are:
  1. Admin: The Admin role has full control over the entire platform. Admins can manage settings, billing, and users. They can create, edit, or delete custom roles and assign these roles to other users. Best for:
    IT professionals, trusted account owners, and team managers.

  2. Standard User: A Standard User has access to their personal data and analytics. If a Standard User is a team manager, they can also view and manage data for their team. However, they do not have access to organization-wide data unless they are assigned more permissions.

  3. Stealth User: The Stealth User has limited or no access to the platform. They might be tracked by the system, but they cannot access the portal or view reports.
These roles provide a good starting point, but many organizations have unique needs. That’s where custom roles come in.

Creating Custom Roles for Flexibility

We understand that not all organizations are the same, and you might want to give different levels of access to different people. With custom roles, you can do just that. Read this guide on how to set custom roles

Example Use Cases for Custom Roles

  1. Team Manager Role: Let’s say you want a team manager to access productivity data and reports for their team but not the entire organization. You can create a role that allows them to view the necessary reports and features for their team while restricting broader access.
  2. Reports-Only Role: Perhaps you have a team member who only needs access to reports and not the features for managing the team or settings. Create a "Reports Only" role where the user can only view specific reports, ensuring they don’t access other parts of the platform unnecessarily.
  3. Limited Feature Access Role: Sometimes, you might want someone to use certain features (like the productivity tracking tool) but not the corresponding reports. You can create a custom role with just the features they need and nothing more.

Tips for Using Roles and Permissions Effectively

  1. Assess User Needs: Before creating a custom role, think about what each user needs to access to do their job effectively. This helps streamline their experience on the platform.
  2. Limit Admin Privileges: Only give admin privileges to those who truly need them. Too many admins can complicate things, and you want to minimize the chances of accidental changes to settings or data.
  3. Regularly Review Roles: As your organization evolves, review the roles you’ve set up. Are they still effective? Do they meet the current needs of your team? Regular adjustments can keep things running smoothly.

Frequently Asked Questions About Roles

  1. Can I Edit the Default Roles?
    No, the default roles (Admin, Standard User, Stealth User) cannot be edited. However, you can create custom roles to fit your organization's needs.

  2. How Many Custom Roles Can I Create?
    You can create up to 5 custom roles in addition to the 3 default roles, allowing for a total of 8 roles.

  3. What Happens if I Assign a Role Without Admin Privileges to a Team Manager?
    If a custom role without admin privileges is assigned to a team manager, the user will only have access to their team's data and will not be able to see or manage organization-wide settings.

Conclusion

The Role Setting feature in We360.ai gives you the flexibility to manage your team’s access in a way that aligns with their responsibilities. Whether you’re an admin setting up custom roles or a manager using reports to track your team’s performance, understanding how roles and permissions work can greatly improve the efficiency of your organization.

Take advantage of this powerful feature to ensure that your team has the right tools without compromising security or data integrity. If you need help setting up roles or have any questions, our support team is always here to assist you!

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