This article is intended for administrator users. Only company administrators in the platform can set up access profiles.
We have divided this article into three sections, to get straight to what you want to read, click on one of the options below:
What are access profiles?
You may have seen that all Elofy’s screens have a filter that allows up to three access levels: My vision, My team and Company.
The definition of what you see when you access a screen, whether only one of the three options or all of them, is directly related to the access profile assigned to your user’s registration.
The Access Profile is a feature that allows any company to define the things that groups can access, and at what level within the platform, and they are completely customizable.
How to set up Access Profiles?
Step 01
Go to the top right corner of the screen and click on the settings icon. Then select profiles.
Step 02
When you access the profiles screen, you will be directed to a page listing all the profiles that already exist. Scroll again to the top right corner of the screen and click on + Profile.
Step 03
Next, new fields will be displayed and you must fill them in as follows:
Profile Name: Provide a name for your new profile (ex: Employee, Manager, Administrator).
Status: Select whether the new profile will be active or inactive. If you select active, the profile will now be available for selection and if it is inactive, it will not be available.
Description: If you want, add a description to the profile, specifying its function, role and access in the company.
Professional type: The professional type must match the permission level that the user will have. For example, if I am creating an administrator profile, the professional type must be ‘General Admin’, if it is a contributor profile, the professional type must be ‘Contributor’.
Save: After filling everything out, just click save!
Step 04
After clicking save, the platform will lead you back to the page where all the profiles have been created. The profile you just created will be there!
Now you must find your profile in the list and click on the ‘Edit’ icon at the bottom of the line.
Step 05
Next, the profile editing page will open and new settings options will appear, where you can define everything that the profile can visualize and/or edit in each platform area: OKRs, Journey, Conversations (meetings), Feedbacks, Career, Surveys, Reports, Admin, and Group.
When you enter the screen of any of these areas, you will find that there are several items where you can configure two options: view and edit.
If you only enable the ‘view’ option, it means that for those screens that have editable data, you will only be able to view it.
If you enable the ‘edit’ option, this allows the user to edit the fields included in the feature being discussed (allows actions to be performed within the feature). When you turn it on, automatically, the user will also be able to ‘view’ it even if you don't enable the option, since it is not possible to make an edit without viewing your data.
Step 06
Next, you will define what level of access to the group data the profile you are creating will have. In this option, you can provide the user with the permission level within the feature (how much information they can view and edit).
The options are listed: Company, Team and Team Members, Leaders, Accessible Teams, and Managers.
If you do not click any of the five options, it means that people in this group will only have access to the "My Vision" level on the screens they have access to.
Company: This field allows access to the information of all users within the company.
Team and Team Members: You will have access to all the people on your team (team linked to your registration), as well as access to the information of your direct team members (employees with the user as manager in the registration), including those that are linked to other teams.
Exception: If only this permission is selected, the user will not have access to the information of users with the manager position type.
Leaders: Having this permission your user will be able to view all the information of their direct team members (employees having your user as manager in the registration).
Exception: If only this permission is selected, the user will not have access to the information of users with the manager position type.
Manager: With this permission the user will be able to view the information of other users with the manager position type.
NOTE: This permission must be used in combination with ‘team and team members’, ‘team members’ or ‘accessible teams’, when a team member also has the manager position.
Accessible Teams: This permission provides access to the information of users from other teams that are linked to your registration in the database in the ‘accessible teams’ field.
Exception: If only this permission is selected, the user will not have access to the information of users with the manager position type.
Step 07
In this step, we are going to explain some particularities that exist in some feature tabs.
A) OKRs tab (or strategy) - In the OKRs tab, it is important to observe the following points:
It is possible to define whether the profile we are editing can change the person responsible and/or co-responsible for the OKRs, by clicking on the tool icon (which only appears with the "edit" option activated), as shown in the image below.
The icon has the following options:
If these options are enabled, the responsible and co-responsible editing field in the OKRs will be enabled for changes. You can choose to enable both or just one of them.
Disabled options:
Enabled options:
Depending on the strategy adopted by your company, OKRs and Goals Contracts may appear on this tab. You must configure both, if necessary, considering that the creation, as well as the management and visualization of functionalities occur separately on the platform:
Finally, for target contracts, if your company uses "achievement ranges per indicator", in the strategy settings (read more here). It is necessary to define which access profiles will be able to configure the target ranges, on the targets and base indicators contract screen.
You can define only the visualization or also the edition of the tracks. But if none is checked, users with the profile in question will not be able to see the score tab in the goals.
B) In the career tab - review cycles - there are two options available: company and business partner, as displayed below:
They are related to the review cycle screen access, in careers, and include some important information:
‘Company’ option - it is recommended for admin users, as it guarantees access to all review cycles registered in the platform, as well as enabling edits in the review cycle for responsible and co-responsible people, learn more here.
‘Business Partner’ option - it allows users to create review cycles, however, they only have access to the cycles they have created, or to those for which they are co-responsible. In addition, in this mode, a user cannot edit the responsible field in the cycle settings, learn more here.
Important - If the access permission is removed from a user's profile, in the review cycles, either company or business partner, the user will automatically lose access to the review cycles and it will be necessary to assign new responsible persons in the respective cycles.
Main Elofy Access Profiles
There are 3 main types of Profiles in Elofy:
Collaborator:
This profile gives access to your personal information only.
Generally, only "view" and "edit" permissions are applied to this profile.
Manager:
This profile can have more than one mode:
Immediate Manager:
It allows access to your information and the information of your direct subordinates (collaborators with your user as manager in the registration).
Generally, this profile only tracks the ‘view’, ‘edit’, ‘team members’ and ‘managers’ settings.
Area Manager:
It gives you access to your information, the information of your direct subordinates (collaborators with your user as manager in the registration) and the information of the subordinates of your subordinates.
Generally, this profile follows the ‘view’, ‘edit’, ‘team members’, ‘managers’, ‘team and team members’ or ‘accessible teams’ settings.
This profile is used to give access to Heads, Directors, and Senior Managers who would like to view the entire structure below them.
Administrator:
This profile is used to give an employee full access to the platform.
This profile tracks the ‘view’, ‘edit’ and ‘Company’ settings.
The difference between local and general administrator is in the level of access.
And that’s it!!
If you have any questions, please contact us, we'll be glad to help!