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Roles and Permissions

Updated

The Roles and Permissions framework allows for the creation of unique roles with specified data visibility and feature access within the Awardco platform. When setting the permissions for a role, the tool allows admins to specify who qualifies for the role, whose data they can see, and what features they can use. Reference the article below for instructions on how to add a role, modify the role’s access and capabilities, and run tests to assure the settings are correct. Additionally, we explain the specific places in the platform where newly created roles can be applied.

 

Important Note for Awardco Engage Customers: Admins using only Awardco Engage will see all settings listed below, as the full permissions structure is visible in the Admin portal. For your use case, the settings in the Data Visibility section and those marked with an asterisk (*) in the Permissions section are the most applicable and critical for managing your users and surveys.
 

  1. Navigating to Permissions
  2. Adding/Editing a Role
  3. Role Utilization

 

Navigating to Permissions

To navigate to the feature that sets new roles and permissions:

  1. Log In
  2. On the homepage, select the Admin button at the bottom of the left navigation menu.
  3. Click “Users” then “Permissions” in the left navigation menu.

 

We have three ‘standard roles’ that are visible when an account is first created—'Super Admin', ‘All Reports’, and ‘Manager’. 

 

Adding/Editing a Role

Select the “...” icon to the right of any role to edit the role’s settings, visibility, and permissions. To create a new role, click on “Add Role” at the top right of the page.

 

Role Settings

Provide the desired role name.

Next, select from the drop down menu the metadata that fall under this role. Multiple values within the same metadata input will assume an “or” logic (e.g. Users with the “Client Success” or “Product” or “Sales” values under #Department will have permissions under this role), and several metadata selected will assume an “and” logic (e.g Users with the “Client Success” value under #Department and “Full-time” under #Job Group have permissions under this role).

If needed, specific users can also be added individually by selecting Users from the drop-down, searching for the user(s) you want to add, and then selecting them. Individual users added to the role will override this setting and receive permissions. It’s best practice to utilize metadata in the Members field.

Toggle “Yes” or “No” to limit role settings to only include supervisors (users with direct reports) within the selected metadata. If no metadata is selected, the role settings must be set to all supervisors, or users with direct reports.

Click Next.
 

 

Data Visibility

In the drop-down menu, determine whose data the role is able to see. The data selected here will be included in the Admin Dashboard, Users tab, Reporting, and MemoryBook queue.

  • Options for data visibility include: No One (no one in their hierarchy), Everyone (all users in the organization), All Reports (all reports below the viewer in the hierarchy), Direct Reports (the viewer’s direct reports only), and Peers (those with the same manager as the user).

 

In addition to the hierarchy visibility set above, you’re able to use user names or metadata to expand the data visibility of data for the role members. If any other visibility option other than “Everyone” is selected, you’re able to expand visibility of data for role members by metadata/users. Much like role settings, multiple values within the same metadata input will assume an “or” logic, and several metadata selected will assume an “and” logic.

  • Example (OR): Users with the “Client Success” or “Product” or “Sales” values under #Department will have their data visible for this role.
  • Example (AND): Users with the “Client Success” value under #Department and “Full-time” under #Job Group have their data visible for this role.

 

Select Next.


 

 

Permissions

Using the check boxes, select the tools you’d like members within the created role to have access to:

  • Budget Administration: Grants full access full access to view and edit all budgets in the Budgets tab within the Admin portal.
  • Users*: Allows viewing, editing, impersonating, and adjusting point balances in the Users tab of the Admin portal. Click the caret icon to view all available user permission options:
  • All Pending Approvals: Enables viewing of all pending approvals across the organization.
    • Super Approve: Role can directly approve nomination regardless of the approval chain. 
    • Edit Approvers: Role can add or remove approvers to pending approvals. 
  • Bulk Recognition: Provides access to the Queues tab in the Admin portal and the ability to send Bulk Recognitions. 
  • MemoryBook
    • MemoryBook Queue Management: Enables viewing of the MemoryBook queue in the Queues tab, including participation details and resending MemoryBook email invitations.
    • One-time MemoryBook Creation: Grants the ability to create one-off MemoryBooks.
  • Reports: Allows viewing of all or selected reports in the Reports tab within the Admin portal. Click the caret icon to see all report groups available:
    • Money Reports
      • Redemption Account Report
      • Money Account Report
      • Money Spent Report
      • Money Deposited Report
      • Funding Reconciliation Report
    • Recognition Reports
      • Recognition Details Report
      • Recognition Status Report
      • Recognition Program Utilization Report
      • Recognition Limit Utilization Report
    • Points Reports
      • Points Redeemed Report
      • Point Transactions Report
      • Point Budgets Report
      • User Point Balance Report
      • Redemption Point Score (FIFO) Report
    • Users & Engagement
    • Fulfillment Reports
      • Client Fulfillment Report
    • Legacy Reports
  • Admin Settings*: Provides full access to view and edit all options within the Settings tab in the Admin portal, including all configurations.
  • Advanced Settings: Allows modification of settings in the Advanced Settings tab within the Admin portal. Note: Admin Settings permission must also be selected. 
  • Admin Flagged Content: Sends email notifications to user's inbox notifying of flagged content on the social feed.
  • Admin Integrations*
  • API Settings: Users can configure API keys, which may grant access to other platform areas through the API. 
  • Integrations: Grants access to the Integrations Library and the ability to initiate any integrations offered by Awardco.
  • User Import History*: Allows viewing and downloading of User Import History data. At least one "Users" permission is required for this option to be visible.
  • Product Roadmap*: Provides access to the​​​​​​​ Roadmap tab in the Admin portal, showing updates/releases under consideration, in progress, in beta testing, and launched.
  • Billing: Allows access to the​​​​​​​ Billing page in the Admin portal and the ability to make redemption account deposits.
  • View Funding Summary: Grants the ability to view all details of the Funding Summary in the Budgets tab in the Admin portal.
  • Points Management: Enables adding points to the Company Account via the Points Management page.
  • View Points Summary: Allows viewing of all details within the Points Summary in the Budgets tab in the Admin portal.
  • Feed Management
    • Bypass Feed Filter, Remove recipient, Edit and Delete Recognitions
    • Print Recognitions
    • Print Recognitions
    • Add/Remove Pinned Recognitions
  • Filter Feed By All Programs: Allows filtering the feed by any program in the platform, not just those the role is involved with.
  • Can Receive Private Notification For: Enables receiving private recognition notifications for the following users:
    • Direct Reports: Users within the role's team according to the hierarchy established by the user file.
    • Metadata: Users with specific metadata tags.
    • All
  • External Recognition Reviews: Role will be able to see the 'External Recognitions' tab in the Approval Queue and approve external recognitions. 
  • Surveys*:
    • All Survey Access: Grants full administrative access to all surveys, including creating, editing, managing, and viewing results. Selecting this option will automatically select all other survey permissions listed below.
    • Simple Survey Edit: Allows creating, editing, and managing of Simple Surveys.
    • Simple Survey Results: Grants access to view released results of Simple Surveys per data visibility settings.
    • Engagement Survey Edit: Allows creating, editing, and managing of Engagement Surveys.
    • Engagement Survey Results: Grants access to view released results of Engagement Surveys per data visibility settings.
    • General Survey Settings: Grants access to the admin survey settings page.
  • AwardCodes:


Note: All permissions are required for the Super Admin role and cannot be modified.

Once all permissions are set, click “Save & Apply.” A role cannot be deleted or left without assigned users/groups once created.

 

Permissions Applicable to Engage-Only Instances

For clients using only the Awardco Engage product, the following permissions are the most crucial for successful platform management, user administration, and survey deployment:

  • Users (Can View Others, Can Edit Others, Can Edit Self, Can Impersonate, Adjust Balance, etc.)
  • Bulk User Upload
  • Admin Settings
  • Advanced Settings
  • User History Import
  • Product Roadmap
  • Surveys (Survey Edit, Survey Results)

 

 

  

Roles created using this tool will automatically update upon the next user import, or changes can be manually applied. Click "Download" to download a CSV file of users with roles to see which specific roles have been assigned to them.
 

Role Utilization

Roles created with this tool can be utilized in the following areas in the platform:

 

If you have any questions, please contact Awardco Admin Support.

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