Position Permissions

How to assign or restrict permissions for users and using the custom permissions feature

Updated over a week ago

The most important thing to know about permissions is that they are all set by the position they are assigned to. This means that if you are updating the permissions within a specific position, all of the workers in that position will have the same permissions.

Permission types refer to individual Dashboard Components. These allow you to administer multiple components such as Online Training, Certificates, Procedures, Policies, etc., or from the worker's perspective, to be able to view the certificate component, see SDS, or review policies. Permission levels determine whether the worker is allowed to view, insert, update, or delete these components. There are a few components where not all of these levels are applicable and you will see that denoted by a blank space where there is normally a checkbox.

Worker and Admin Default Permissions

There are two default permission groups in Workhub: Worker, which has a default set of permissions for worker components and no access to Admin permissions, and Admin, which has full permissions for admin components. Both sets of default permissions can be customized to your preferences.

Permissions can be accessed from the Positions component. By default, we have Admin and Worker Permissions enabled for various components such as Administration, Onboarding & Compliance, Forms Tools & Ongoing Tasks, Culture & Recognition, and References. You can also manage the default worker and admin permission templates from here but it is advisable to review the default permission type before making any changes.

In the Positions Screen, you can set Permission Types for each Position you have created. Click on the Worker’s Position and navigate to the Permissions tab. Here, you will notice a drop-down for the Permission type options (Worker Default, Admin Default, and Custom). By clicking on each permission type, you can review the levels of permissions.

This is how they are set up by default in your account, but of course, they can be managed from the permissions tab itself, and by selecting either the Admin or Worker template. Creating these templates allow you to assign multiple positions the same permissions without having to go in and select all the access manually.

The system provides two options for defaults: Worker and Admin. You have the ability to modify the permissions applied by the defaults by selecting the Edit Default option. However, it's important to note that changing the default permissions will impact ALL positions assigned to that option.

By default, all newly created positions are set to the Worker Default. If you haven't customized the defaults yet, this setting grants permissions necessary for individuals to fulfill assigned tasks. With these permissions, workers can upload certificates, complete online courses, and acknowledge policies, without accessing the administrative side of the software.

The second default is for the Admin. Again, if you haven't yet updated the default itself, this will provide anyone assigned to this position full admin access.

Custom Permissions

There is also a third Custom setting that allows you to change the defaults and customize the permissions for a particular position. You can then create various positions with varying permissions. You may want to use custom permission settings in instances where you would want someone to be able to perform some admin tasks, such as adding new workers or approving certificates, but not other admin tasks such as updating policies or changing course settings.

The Custom Permission Type is exactly that, it gives you the ability to customize the permissions for the Position you are currently editing without changing any others.

Note: This feature is for paid customers only.

To configure custom permissions, navigate to one of your Positions within the system. Locate the Permission type drop-down menu and click on it. From the options presented, select the Custom option. This action will open the Custom Permissions template, enabling you to view and modify permissions for each specific component.

It is advisable to create a custom setting for positions that necessitate limited administrative access instead of editing the permissions within the Admin permission group. Modifying the Admin permission group would impact all existing administrators in the system, whereas creating a custom setting allows for targeted and individualized permission adjustments.

By utilizing the Custom Permissions template, you can tailor permissions according to specific roles, ensuring appropriate access levels and maintaining proper security protocols within your system.

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