Roles and Permissions (Video)

The following is a transcript of the video guide:

This video guide’s going to walk through the roles and permissions section within iScout and walk you through the process of understanding what different employees are able to see and edit and then, how you can manage those things and change those things.
I’m going to start out by going to my home page and I’m going to click on my employee profile up here and it’s going to take me to a listing of my information.
But one of the things I can see is that I’m an Admin in the system.
Since I’m an Admin, I’m actually able to edit a lot of these things, including what my role is in the system.

I could change that to Employee or Manager.
I’ll leave it as Admin right now and I’ll cancel outta that.
But, one of your first questions might be what does Admin mean or what does Employee or Manager mean?
Well, you’d be able to hit this question mark right here and it actually shows you a full breakdown of what the different roles and capabilities are of each of the different types of employee.

I’m an Admin, so you can see on the right, all of the checkmarks are green right there.
I’m actually able to see and edit and do anything within the site.
Employees are more, or actually, the most limited.
They can only view their own employee profile.

They can only edit certain parts of their information, like their Name, Phone Number, Email, Emergency Contact, and then Managers have some middle ground where they can do a little bit more, but not a lot.
That’s the default access levels within the system, but you can change how all that works to a pretty heavy degree.
Again, that’s my employee profile.
Just real quick to show you what it looks like, I’ll go to another employee profile.

This is Mark Wilson.
He’s an employee-level person and so, I could edit, and if I needed to, I could make him a Manager and then I could hit save right there and then he would have Manager access to the system.
I’m going to go into the control panel and show you what it looks like to define what all those roles have access to.
I’ll click the Control Panel link over here and then I’ll scroll down to the roles and permissions portion of the control panel.

If I click on that, I can see that same breakdown that I could see before on the Employee profile, except now, I can actually click on one of these and I could change it.
For example, if I wanted, right now, employees can view their own, let’s see, employee number.
That makes sense but, they can view their own job title.
Well, let’s say I didn’t want them to.

I could change that from Allow to Deny.
Then I could, whenever I save it, now it’s going to show up as a red X.
They actually don’t have access to view their job title right there.
Or perhaps you wanna open it up where they can edit a little bit more information.

Maybe they move between field offices a lot and it makes sense for them to be able to change that field office for some reason.
Well you could hit, you could change the edit setting right there and then, now they would have access to change that.
You could also do some, a little bit more advanced things, like you could say, like right now, employees can only view their own employee profile.
But you could actually change it so that they could view all employee profiles.

That’s letting them see all employees.
No employee profiles, that would even include their own, or you could build a condition of when they’re able to see employee profiles.
I could say they’re able to view employee profiles if it’s either themselves or if it’s somebody in the same field office as them or somebody in the same line of business as them or if it’s their HSE.
There’s a lot of different capabilities.

You could build those to be more complicated if you wanted to, but whenever you hit save, that’s going to show, it’s going to show a sentence describing what they have access to.
An employee level person can view themselves, people in the same field office, people in the same line of business, or someone that’s their HS&E.
There’s a lot of different permissions about viewing and editing things on an employee profile, but it really goes beyond that.
What pages they can see?

Can they search for employees?
Can they manage trainings?
Can they edit trainings?
What can they mark as complete for themselves or for other employees?

What reports can they submit?
Right now, employees can do all reports, but you could change that and now, employees would not be able to do or submit any reports or you could say, ya know, I wanna make it where employees are only able to do a Near Miss Report or a Observation Report.
I’ll hit save right there and then, now you can see, whenever that comes back that now employees can only submit reports if it’s a Near Miss Report or Observation Report and that could also include your own listing of reports right there that you build from scratch.
There’s a lot of ways to limit and to give permission throughout the system.

Equipment, Control Panel, Editing, all the different things, sending acknowledgements, ya know, what resources they have access to and can edit, building lessons, loading data to the spreadsheets.
It’s important to note that, there’s a description here but, if you give people permission to load data into the system with a data load.
That lets them do a lot of things within the system because that data load can, ya know, upload, ya know, a dozen or 20 different types of data into the system.
That’s a pretty powerful permission right there.

You probably wanna just leave that to Admins.
Then, actually being able to view and edit permissions is the final piece here.
Only Admins can really do all of that.
Managers are able to view the roles and permissions for an employee, but can’t edit them and certainly can’t actually design the roles and permissions.

That’s what it looks like to give access or take access for one of these roles.
You may say, ya know, Employee, Manager, and Admin don’t actually make exact sense for our company.
We also need a Supervisor role or a Team Leader role that would be in between Employee and Manager or something like that.
Here you could just add a new role.

You could call it a team lead or team leader, whatever you wanted it to be and then you could start it out with no permissions.
That would be all red X’s or you could say, ya know, it’s going to be a lot like an employee or a lot like a manager or whatever you wanted the starting point to be.
I save it and then now, it’s going to be exactly like Manager, but I may say, and they’re also able to view employee evaluations or something like that.
That’s the way that you can design your own roles throughout the system.

Then you could go to an employee profile and actually change that employee’s role to be a team leader right there.
Or if you didn’t wanna use that, if that didn’t make sense, you could just hit delete and it would just delete that role from the system.
Yeah, that pretty much covers how it works to design roles within your system and assign them to employee profiles.
If you have any questions on any of this, feel free to check out the other video guides and definitely feel free to reach out to us as well and ask any questions.

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