WeTrack uses a combination of Roles and Module Permissions to allow admins to give users access to features, data, and actions.
In this article:
Roles
Each user must have a role. The roles are:
- Account Admin: These users can access all settings, including Account Settings and User Settings. They can also access all modules with view and edit access to all information (including all confidential items). There must be at least one Account Admin on each account.
- User Admin: These users can access User Settings as well as other settings; they cannot access Account Settings. They can also access all modules with view and edit access to all information, but their access to confidential items is controlled by Module Permissions. This role should be given to users who must manage users, but don't need the full access of an Account Admin.
- Admin: These users can access all settings with the exception of Account Settings and User Settings. They can access all modules with view and edit access to all information; their access to confidential items is controlled by Module Permissions. This role should be given to users who need to access some settings (such as a module-specific settings) but don't need the access of an Account or User Admin.
- General: General users have no access to Settings. Their access to modules will be determined by their Module Permissions.
Module Permissions
Once a you have selected a user's role, assign their module permissions. Module permissions which are included in a role are greyed out and cannot be changed.
Planning Module
To give a user access to the Planning module, select Can access Planning Module. Additional permission settings display.
Projects & Tasks Access
Project Admin
If a user should be able to manage projects, select Project Admin. This permission allows a user to add and edit projects, add, edit, and delete task groups, and archive and delete tasks that they can access. Project Admins can access all non-confidential projects, as well as confidential projects they are given access to (see below).
Other Users: Edit Access
By default, Edit access to All Projects and All Departments is selected.
If a user should not be able to edit all projects:
- Select Just owned items to give them access only to projects they own, OR
- Uncheck All Projects and select the specific projects they should be able to edit.
If a user is not able to edit all projects, you will also be able to update their See access.
Other Users: See Access
If a user can edit all projects, they will have access to see all projects. If they do not have access to edit all projects, update their view access in the Employee can SEE section.
Select All Projects to allow view access to all projects.
If a user should not be able to view all projects:
- Select Just owned items to give them access only to projects they own, OR
- Uncheck All Projects and select the specific projects they should be able to view.
Confidential Projects
Access to confidential projects is edit access; there is no option for view-only access to confidential projects.
To grant access to confidential projects, either:
- Select All Projects to give the user edit access to all projects, OR
- Select specific projects the user should have edit access to.
Risk Module
The Risk Module has two independent permissions: access to the Risk Module and access to Risk Assessments.
Risk Module
To give a user access to the Risk module, select Can access Risk Module. The Risks section displays.
Risk Manager
If a user should be able to manage all risks, issues, and opportunities, select Risk Manager. This permission allows a user to view, edit, update, archive, and delete all risks, issues, and opportunities, including confidential items. Risk Managers are the only users (other than Admin users) who can change the status of risks; General users who are not Risk Managers can only create risks as a draft. The Edit Access and See Access settings are editable, but the Risk Manager setting overrides any selections made.
Edit Access
By default, Edit access to Just owned items is selected. If a user should be able to edit all items, select All Departments.
See Access
By default, See access to All Departments is selected. If a user should only have access to the items they own, select Just Owned items.
Risk Assessments
To give a user access to the Risk Assessments, select Can access Risk Assessments. The Risk Assessments section displays.
See Access
- To view-only grant access to all risk assessments, select All Departments.
- To view-only grant access to only the risk assessments they own, select Just Owned items.
Edit Access
- To grant edit access to all risk assessments, select All Departments.
- To grant edit access to only the risk assessments they own, select Just Owned items.
- To grant edit access to confidential risk assessments, select Confidential Risk Assessments. There is no view-only access to confidential risk assessments.
Control Module
To give a user access to the Control Module, select Can access Control Module. Additional permissions display.
Incidents and Log Items
If a user should be able to archive and delete incidents and logs, select Control Admin.
To give a user access to Incidents and Logs, select Can access Incidents & Logs. The Incidents & Logs section displays.
Edit Access
- By default, edit access to All Departments is selected. If a user should only have access to the items they own, select Just Owned items.
- If a user should have edit access to confidential incidents, select the privacy statuses that they should have access to. There is no view-only access to confidential incidents.
See Access
If a user can edit all incidents and log items, they will have access to see all as well. If they only have access to edit Just owned items, update their view access in the Employee can SEE section.
- Select All Departments to allow view access to all incidents and log items, OR
- Select Just owned items to give them access only to incidents and log items they own.
Jobs
To give a user access to Jobs, select Can access Jobs. The Jobs section displays.
Edit Access
- By default, edit access to All Departments is selected. If a user should only have access to the jobs they own, select Just Owned items.
- If a user should have edit access to confidential jobs, select the privacy statuses that they should have access to. There is no view-only access to confidential jobs.
See Access
If a user can edit all jobs, they will have access to see all as well. If they do not have access to edit all jobs, update their view access in the Employee can SEE section.
- Select All Departments to allow view access to all jobs, OR
- Select Just owned items to give them access only to jobs they own.
Sustainability Module
To give a user access to the Sustainability Module, select Can access Sustainability Module.