Role setting in VSG-365.ai is a powerful feature that allows administrators to control what each team member can access and do on the platform. With role setting, you can ensure that each user only sees the features and reports they need, based on their responsibilities.

Custom Roles: Creating Roles to Suit Your Needs

Custom roles allow you to control what users can see and do on the platform. You can create up to 8 roles in total, including the 3 default roles, which means you can have 5 custom roles.

1. Creating a Role:

• Name and Description:
  Each role starts with a name (e.g., "Reports Only" or "Team Manager") and a brief description to explain its purpose. This helps you and your team keep roles organized and clear.

2. Setting Access:

You have the flexibility to customize access by enabling or disabling specific features and reports. For example, you might:

• Allow someone to only view reports (e.g., for the HR department).

• Enable access to certain features, like attendance, activity or productivity, while restricting others.

Here’s how you can control access:

• Feature Visibility Controls: Select the features the role can access to.

• Reports Visibility Controls: Select the reports the role can access to.

3. Admin Privileges:

While creating a custom role, you can choose whether to grant admin privileges. When this option is enabled, the user assigned to this role will have full control over the platform, including access to settings, billing, and user management. (This can be typically enabled for senior management, or IT staff.)

If admin privileges are not enabled, the user will only have access to the features and reports you’ve assigned, keeping them focused on their job-specific tasks.

Assigning Roles to Team Members

Once you’ve created a custom role, you can assign it to any user within your organization.

• Managers:
  If you assign a custom role (e.g., "Reports Only") to a manager, they will be able to see the reports for their team. This is especially useful if you want to give team leads or department heads access to monitor their team’s performance without giving them broader control over the organization.

• Standard Users:
  This is important to remember when assigning roles— standard users who are not managers of any team won’t be able to view team-wide data, even if the role is set to allow report access.

Managing Roles and Their Limits

You can manage roles by creating, modifying, or deleting custom roles as your organization’s needs change. However, remember the following:

• You can create a maximum of 8 roles (including the 3 default roles).

• Only users with admin privileges can create, modify, or assign roles to others.

• Default roles (Admin, Standard User, Stealth User) cannot be modified.

By understanding and using the role setting feature in VSG-365.ai, you can ensure that your team has the right access to the tools they need while keeping your data secure and your platform organized.