Roles

What are Access Roles?

Access Roles in Gangmates are used to define and manage the permissions granted to users. Roles determine what actions a user can perform within the platform, ensuring that access is aligned with their responsibilities. For example, roles can control who can manage payroll, create invoices, or view sensitive financial data.

Access Roles are crucial for maintaining security and ensuring that users only have access to the features and data necessary for their role within the organization.

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When to Use Access Roles?

1. Permission Management: Assign permissions based on specific responsibilities within the company (e.g., Admin, HR, Finance).

2. Enhanced Security: Restrict access to sensitive data and actions to authorized users only.

3. Organizational Clarity: Ensure users only interact with the features relevant to their job functions.

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Step-by-Step Guide to Using Access Roles

Step 1: Navigate to the Security Section

1. Click on the Security tab in the main menu.

2. From the dropdown, select Roles.

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Step 2: Create a New Role

1. Click on the Create Role button.

2. Enter the desired Role Name (e.g., "Admin," "HR Manager," "Finance Staff").

3. Select the Permissions you want to assign to the role.

   • Permissions may include actions such as managing payroll, creating invoices, or accessing user details.

4. Click on the Create Role button to finalize the role creation.

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Step 3: Assign Roles to Users

1. Navigate to the Directory page.

2. Select the Users tab.

3. Search for the user you wish to assign a role to.

4. View the user details and click Edit.

5. In the Role Assignment section, select the newly created role from the dropdown menu.

6. Save the changes to complete the role assignment.

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Key Notes on Using Access Roles

1. Granularity: Roles should be created to match the needs of your organization. For example:

   • Admin Role: Full access to all features.

   • HR Role: Access to employee management and onboarding tools.

   • Finance Role: Access to payroll and invoicing features.

2. Flexibility: Roles can be updated or adjusted as the needs of your organization change.

3. Security Best Practice: Assign the least privilege necessary to perform a user’s duties. This reduces the risk of unauthorized access or errors.

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Practical Use Cases for Access Roles

1. Administrator:

   • Manages all users, roles, and permissions.

   • Access to system settings and reports.

2. HR Manager:

   • Handles onboarding, user updates, and managing employee lifecycle details.

3. Finance Staff:

   • Processes payroll, creates invoices, and manages payments.

4. View-Only Roles:

   • For auditors or external reviewers who need access to data but cannot make changes.