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Manage user roles and permissions

Workleap Settings

Updated this week

Roles determine what users can access and do in each Workleap product. See each role's permissions by product and how to change a user's role below.

Administrator

Manages all settings, including billing, user permissions, and integrations. They can partially view user profile settings.

Note: Admins can promote others to Admin or Executive. All Workleap accounts must have at least one Admin and one Executive. By default, the user who signs up for Workleap is both an Admin and an Executive.

General

  • Manages organization settings.

  • Manages billing.

  • Manages user permissions.

  • Manages user provisioning integration.

  • Manages SSO integration.

  • Manages communication integration.

  • Manages connected apps settings.

  • Creates and edits teams and segments.

  • Has a limited view of user details.

Officevibe

  • Manages Pulse Survey settings.

  • Manages custom feedback labels.

  • Manages custom Good Vibes.

Performance

  • This role does not have additional Performance-specific permissions.

Pingboard

  • Configure Pingboard-specific settings.

  • Configure Pingboard add-ons including Who’s Who, holidays, and surveys.

  • Configure third-party integrations.

  • Manage announcements.

  • Create and edit custom fields.

  • Configure email list and templates.

  • Manage org charts.

  • View and manage reporting dashboards.

LMS

  • Manages LMS-specific team settings.

  • Configures auto-enrollment to learning paths.

  • Creates, updates, and deletes users.

  • Manages teams and segments.

  • Manages integrations.

  • Manages organization details.

  • Manages billing.

Onboarding

  • This role does not have additional Onboarding-specific permissions.

Skills

  • Manages ATS integration.

  • Configures HRIS integration.

Executive

Manages the user directory and team structures and has visibility of each product’s analytics and reporting features.

Note: Executives have the right to promote others to the Executive role. Note that all Workleap accounts must have at least one Administrator and one Executive.

Tip: Executives can have full access to all your organization's Workleap products or only specific products.

General

  • Has full access to view user details.

  • Creates and edits teams and segments.

Officevibe

  • Has full access to scores for all teams, including engagement, DEIB, onboarding surveys, and custom surveys.

  • Has full access to feedback content for all teams.

  • Has full access to templates.

  • Can view all feature reports.

Performance

  • Can create, edit, delete, and duplicate all review cycles.

  • Can customize, create, and edit review forms.

  • Can add and remove participants.

  • Can assign Direct Managers.

  • Can view participants missing a Direct Manager.

  • Can view a list of all review cycles.

  • Can view participants’ review submissions.

  • Can view a detailed report on review cycle progression.

Pingboard

  • Manage announcements.

  • Create and edit custom fields.

  • Configure email lists and templates.

  • Manage org charts.

  • View and manage reporting dashboards.

LMS

  • Manages team-level LMS-specific settings.

  • Manages teams and segments.

  • Creates and updates users.

  • Manages the course library and learning paths.

  • Manages all enrollments, including enrollment requests.

  • Has full access to reports.

  • Has access to all quiz results.

  • Can view and update requalification data.

Onboarding

  • Can view, create, edit, and delete all plans.

  • Can view all reports.

Skills

  • Can access and manage all employee-level skills data, roles, skills, openings, growth plans, trainings, and settings.

  • Can view all reports.

Collaborator

Has a read-only view of all "Edit team" pages and users’ profile settings. They assist the HR leader with analyzing report data.

Tip: Collaborators can have full access to all your organization's Workleap products or only specific products.

General

  • Has a read-only view of all team settings.

  • Has a limited view of user details.

Officevibe

  • Has read-only access to scores of all teams from engagement, onboarding surveys, and custom surveys.

  • Has read-only access to comparison and 1-on-1 reports of all teams.

Performance

  • Can create, edit, delete, and duplicate all review cycles.

  • Can customize, create, and edit review forms.

  • Can add and remove participants.

  • Can view participants missing a Direct Manager.

  • Can view a list of all review cycles.

  • Can view participants’ review submissions.

  • Can view a detailed report on the progression of all review cycles.

Note: Collaborators cannot assign Direct Managers.

Pingboard

  • View and manage reporting dashboards.

LMS

As a course owner, they can:

  • Publish a course and manage the content of a course.

  • Correct quizzes and view quiz results.

  • Manage enrollment requests.

  • Manage learning paths.

  • Manage course authors.

  • View requalification data.

Onboarding

  • Has a read-only view of all onboarding reports.

  • Creates and manages their own onboarding plans and templates.

Skills

  • Has a read-only view for all employees and roles.

  • Can view all reports for all employees.

  • Manages the settings of roles, skills, openings, and trainings.

Direct Manager

Employee who has been assigned as the Direct Manager of another Employee.

Note: A user's Direct Manager determines their default placement in the Pingboard org chat.

General

  • This role does not have additional Workleap-specific permissions.

Officevibe

  • Receives notifications about their direct reports’ performance management progress

Performance

  • Can edit a manager review for their direct reports until HR closes the review cycle.

  • Can share their manager review with their direct reports up until the review cycle is closed by HR.

  • Can edit their self-review until the end of the review cycle.

  • Can view a list of cycles they or their reports are participating in.

  • Can view their own review submissions.

  • Can view each of their direct report’s review submissions.

  • Can view peer review submissions of their direct reports.

  • Can view a detailed report on the progression of review cycles they or their reports are participating in.

Note: Only Direct Managers can fill out manager reviews.

Pingboard

  • Create and edit a single planning org chart that's limited to their reporting line.

LMS

  • This role does not have additional LMS-specific permissions.

Onboarding

  • This role does not have additional Onboarding-specific permissions.

Skills

  • Manages the skills of their direct reports.

  • Manages the growth plans of their direct reports.

  • Has access to all reporting data of their direct reports.

Team Manager

Employee who has been assigned as the manager of a team.

General

  • Can edit team information and add/remove users only when given access by an Administrator.

Officevibe

  • Views engagement scores for their teams.

  • Creates and views results for custom surveys for their teams.

  • Views and replies to feedback for their teams.

  • Views reviews submitted by their team members.

  • Views reports for their teams.

Performance

  • This role does not have additional Performance-specific permissions.

Pingboard

  • This role does not have additional Pingboard-specific permissions.

LMS

  • Views the course enrollments of their team members.

  • Views the quiz results of their team members.

  • Enrolls and unenrolls their team members in public courses.

  • Views requalifications data of their team members.

  • Updates requalifications of their team members.

Onboarding

  • Views the onboarding reports of their team members.

  • Creates and manages their own onboarding plans and templates.

Skills

  • This role does not have additional Skills-specific permissions.

Employee

All active Workleap users are Employees. In addition to the basic features of each Workleap product, they can edit their profile and select a preferred language.

Assign or change a user's role

Administrators and Executives can update user roles in the following ways.

Update roles from the Users list

  1. Open Workleap and go to Settings > Users.

  2. Locate the user and click the three dots next to their name.

  3. Select Manage permissions.

  4. Choose or update the user's role(s) as needed.

  5. Click Confirm.

Update roles from a user's profile

  1. Open Workleap and go to Settings > Users.

  2. Locate and select the user you want to update.

  3. Click the Access tab from the top bar.

  4. Update the user's role(s) as needed.

  5. Click Save.

Update roles in bulk

  1. Open Workleap and go to Settings > Users.

  2. Select multiple users' checkboxes.

  3. Click Manage roles in the top menu.

  4. Select the desired roles and confirm.

Edit the scope of a user's role

Executives and Collaborators can have full access or access only to specific products.

To edit the scope of an Executive or Collaborator:

  1. Open Settings and select Users from the side menu.

  2. Open the desired user's permissions from the three dots menu next to their name or the Access tab in their user profile.

  3. Select the checkbox to enable the desired role.

  4. Select Full access or Specific products to set the scope of the user's role.

    1. If you select Full access, the user's role will extend to all your organization's Workleap products.

    2. If you select Specific products, check the box next to all products you want the user's role to extend to.

  5. Select Confirm.

Note: You can edit the scope of existing Executives and Collaborators by selecting Modify under Scope in their permissions.

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