Managing user permissions and access rights

Our platform uses a detailed user rights management approach, allowing you to control who can see and do certain things on the platform.

We distinguish between seven different roles:

1. Super-Admins
2. Admins
3. Users with admin rights to specific modules
4. Managers
5. Team leads
6. 'Normal' users
7. HRBPs - HR Business Partners

❗️As a super-admin, you can configure each role's access rights within 'Settings' > 'Feature Access Matrix'.

Super administrator ('Super-Admins) - Account owners

This is typically the first user of an account. Additional super admins can be assigned by navigating to 'Company' → 'Employees' → 'Edit' user → 'Role' → 'Primary Role'. Super-admins are able to:

• Assign the (super-) admin status to other users 
• Activate or deactivate modules for all or specific users
• Enable optional permissions, such as
  • Full access to all assessments for admins
  • Full access to all managed goals for admins
  • Cascading (indirect report) access to assessments and managed goals for managers
  • Cycle setup rights for managers
  • Survey setup rights for managers
  • Define team-specific access rights
• Super-Admins also have all the rights of admins (see below)
• No visibility of review results for admins would also include super-admins

Usually, when starting with an account as an admin you will be assigned the super-admin roles. If you do not have the correct access rights, please contact our support team using this contact form and we will assist you. 

You can assign the super-admin role in Leapsome by navigating to 'Company' → 'Employees' finding the user you would like to give admin or super-admin rights, and clicking 'Edit' next to their name. In the page that opens, click on the tab 'Role' and you will see the field 'Primary role' where you can make an employee a super-admin, admin, or a normal employee; Remember to click 'Save'. The user might have to log out and log back into Leapsome to gain the new access rights. 

Administrators ('Admins')

Admin rights can be assigned by super-admins. Please configure your 'Admin' role's access rights within 'Settings' > Feature Access Matrix'.

If enabled, Admins are able to:

• Manage teams
  • Create new teams 
  • Designate team leads
  • View all team reports on the 'Analytics' tab
• Manage users
  • Invite new users and re-send invites
  • Assign direct reports and team memberships to all users
  • Deactivate / delete existing users
  • Reactivate users
• Manage skills
  • Set, update, and delete company skills
  • Set, update, and delete team skill
• Manage Levels
  • Create and delete levels 
  • Assign levels to all users
• Manage 360° and performance assessments
  • Set up new cycles 
  • Manage the default scale for assessments
  • Optionally access all assessments (even if they're not owning the cycle)
• Manage goals
  • Manage goal tags
  • Optionally access all managed goals (even if they're not managing the goal)
• Manage surveys
  • Set up surveys
• Manage meetings
  • Access meeting analytics
• Manage the platform setup
  • Manage integrations (e.g., Slack, Personio, BambooHR, ...)

Importantly, admins cannot view private continuous feedback messages received by other users. 

You can assign the admin role for a user for the entire platform in Leapsome by navigating to 'Company' → 'Employees' and finding the user you would like to give admin or super-admin rights to. Click 'Edit' next to their name. In the page that opens, click on the tab 'Role' and you will see the field 'Primary role' where you can make an employee an admin, or a normal employee; Remember to click 'Save'. The user might have to log out and log back into Leapsome to gain the new access rights.

Access or admin rights to specific modules

Super admins can grant or limit user or admin access for different modules to individual users, teams, or locations. This could be useful for cases like:

• Piloting a new module with a subgroup in the company
• Assigning ownership of the OKR module to the OKR champion in the company
• Limiting platform access to 'Surveys' or 'Reviews' for external users.

To assign admin rights for a specific module, navigate to 'user's profile → 'Role' tab → 'Additional roles' and select the module you would like to give a person admin rights to.

To configure the access rights of these specific roles, use the 'Feature Access Matrix' in Settings.

Managers

Every user that has at least one direct report automatically becomes a 'manager' (of the assigned direct reports). You can define Managers' access rights, along with all the other roles within 'Feature Access Matrix' in Settings.

Importantly, managers cannot view private feedback messages received by their direct reports.

The manager relationship will be updated automatically if you integrate with an HRIS system.
You can update the manager relations via the Excel upload or make changes manually in the user profile. Therefore you will navigate to 'Company' → 'Employees' click edit on the name next to the user you would like to update and fill in the primary and / or additional manager field and remember to click 'update user information'. 

Team Leads

Team leads can be assigned by (super) admins by going into 'Company' → 'Employees' and clicking 'Actions' > 'Manage Teams'. In the page that opens up, click the three vertical dots next to the wanted team and enter the names of teams to whom this user should become a lead. Alternatively, navigate to 'Settings' > 'Company' > 'Departments, Business Units, Divisions, Teams'. Team Leads are able to:

• See the survey analytics for their team (Their results will be included in the results of the teams they lead)
• Create and update goals for their own team (even if Super-admins disable that 'Normal Employees' users can create and update goals for their team')

'Normal' employees

All other users have no specific user rights. By default, they are the only ones who can see private feedback directed at them.

HRBPs - HR business partners

If you want to assign individual rights to view goal progress, instant feedback and meeting analytics and, review results you can navigate to the person's profile ('Company' → 'Employees' → click 'Edit' next to the person's name > 'Roles') and give them these HRBP rights either for other users or entire teams under 'Additional roles'.

As explained in the article 'HRBP rights', please navigate to 'Settings' > 'Feature Access Matrix' to configure access rights of HRBPs.