Overview
The Worker Experience platform contains a variety of features and a breadth of information about your workers. The Roles & Permissions settings in the platform gives you the ability to create and customize roles with varying levels of access to different features across the platform.
Note: development to restrict access to features & information based on locations is currently still in progress.
Benefits:
Create custom roles based on specific job functions and/or responsibilities within your organization, with granular control over feature access
Update access levels per role as your organizational needs evolve
Assign a custom role to all existing and new users on the platform
Improved security with ensuring that users only have access to the features & information that they need to see
Viewing and Setting up Roles
Definitions:
A permission is tied to a specific feature or part of the platform, and can be enabled (access is granted) or disabled (access is restricted).
A role is a collection of permissions. When assigned to a user, the permissions enabled within the role determine which features they can access.
To view all available roles and set up new ones, along with viewing all available permissions, go to:
The Settings page in the sidebar
Click on the Roles & Permissions option:
Default roles
By default, Fountain has created two roles to help you get started:
An Administrator role with access to everything, including the ability to create & edit roles
A Corporate Manager role with access to view & edit most things, but restricted access to editing/creating roles, and deleting things
To see which permissions are enabled for each role, click on the permission grouping header (i.e. Settings, Onboard, etc.) to view a list of permissions related to that area of the platform.
Enabled permissions will have a ✅, while disabled ones will have a ❌. Permissions for these default roles cannot be edited.
If a permission is disabled, then any users with that role will not see the option to complete that feature or task.
See the bottom of this article for a full list of available permissions, and the correlating feature that each permissions grants or restricts access to.
Custom roles
In order to create an additional role where permissions can be edited, click the + Add Role button in the top right. A pop-up will appear, asking you to give the new role a title (such as "Regional Manager"):
Once a new role has been created, you can click directly on the green check mark and red X icons to enable/disable each permission.
Note: some permissions, such as creating a new role, are read-only, and cannot be enabled.
Once you've configured the role to your liking, click the Save button in the top right.
If you ever need to edit the title of a role, or delete it complete, then hover over the name of the role in the header of the table, and click Edit or Delete:
Assigning Roles to Users
By default, new users invited to the platform will be assigned the Corporate Manager role.
You can view which role each user is assigned to, and update the assigned role if needed, by:
Going back to Settings
Clicking on the Team settings section
Find the team member whose role you would like to update and click the dropdown in the Role column (note that you cannot edit your own role):
4. Select the role you want to assign to that user, and it will be automatically assigned (no saving needed!)
That's it! The next time this user signs in, the settings of the assigned role will take effect.
Full List of all available Permissions
Below is a list of all currently-available permissions, along with more information on the feature that the permission gives or restricts access to. Links to articles with more information about different features are also included.
Note: if a permission is read-only ⛔️, then it cannot be toggled on or off for any roles.
Grouping | Permission Name | Feature given/restricted access to |
Settings |
|
|
Roles & permissions (the settings page this article is about 🙂) | Create a new role (read-only ⛔️)
| Use the "Add Role" button on this page to create a new, custom role |
| View roles & permissions matrix | View the list of roles and all associated permissions |
| Delete a role (read-only ⛔️) | Delete a custom role |
| Update roles & permissions matrix (read-only ⛔️) | Toggle permissions on & off for roles |
| Update a role (read-only ⛔️) | Edit the name of a custom role |
Team management (Teams page in Settings) | Create a new employer | Invite a team member from the Team settings page |
| Update an employer location (read-only ⛔️) | Update the locations that a team member is assigned to |
| View employers list | View the list of team members |
| Delete an employer | More Actions > Remove button from Team Members table |
| Update an employer role (read-only ⛔️) | Change the role assigned to a team member |
Company (Company page & Company Attributes page in settings) | Edit company information | Edit the information on the Settings > Company page |
| Edit company security settings (read-only ⛔️) | Edit the information on the Settings > Security page |
| Edit a company attribute | Edit an existing company attribute |
| Create a new company attribute | Create a brand new company attribute |
| Delete a company attribute | More Actions > Delete an existing company attribute |
| Update company messaging settings | Edit options under Settings > Company > Messaging section |
Locations (Locations page in Settings) | Create a new location | Add a new location in the Settings > Locations page |
| View a location | Click on a location name in the Locations page to view more details |
| Edit a location | Edit an existing location |
| View locations list | View the list of locations in Settings > Locations |
| Delete a location | Delete an existing location |
Workers (Worker Attributes page in Settings) | Create a new worker attribute | Add a new attribute in Settings > Worker Attributes, or from a worker profile |
| View worker attributes list | View the list of existing worker attributes in Settings |
| Delete a worker attribute | Delete an existing worker attribute |
| Edit a worker attribute | Edit an existing worker attribute |
Job roles (Jobs page in Settings) | Create a new job role | Add a new job option in Settings > Jobs |
| Edit a job role | Edit an existing job |
| Delete a job role | Delete an existing job |
| View a job role | Click on the name of an existing job to view more details |
| View job roles list | View the list of jobs in Settings > Jobs |
Portal customization | View worker portal | Preview the worker portal setup in the sidebar Worker Portal activity |
| Edit worker portal | Edit the setup options in the sidebar Worker Portal activity |
Branded email template | Can manage branded email template | Able to make and save updates to the Branded Email Template settings |
Workers (worker table) |
|
|
| Send a message directly to a worker | Use the Send Message option from a worker profile to send an email or SMS directly to them |
| View worker information | Click on a worker's name to see their full profile |
| View workers list | View the full list of workers (Workers option in sidebar) |
| Edit worker information | Edit any of the information fields in a worker's profile |
| Create a new worker | Use the 'Add Worker' button to add/import a new worker |
| View worker messages list | View the Messages tab in a worker profile, and all of its content |
| Impersonate a worker | Use the Impersonate button in a worker profile to see their portal view |
| Logout a worker | Use the Logout from all devices button to log a worker out of their portal |
| Delete workers | Use the Delete worker option to permanently delete any worker |
Segments (worker segments) |
|
|
| View segments list | View the list of segments in the sidebar Segments activity |
| Delete a segment | Delete an existing segment |
| Create a new segment | Click Add Segment to add a new segment |
| Edit a segment | Edit the information (name, description, conditions) of an existing segment |
Platform |
|
|
| Create or delete own API keys | Use the Create API Key button under Profile > Manage API Keys |
Scheduler |
|
|
Update calendar group | In Calendar > Groups, edit the name or members of an existing calendar group | |
| View calendar availability | View the availability calendar in the Calendar activity |
| List appointments | View the list of upcoming appointments |
| Update an appointment | Edit/cancel an existing appointment |
| Manage calendar | Full access to everything in the Calendar sidebar activity |
| Manage calendar integration | Integrate a new email address with the calendar, or remove an existing integration |
| List calendar groups | View the list of existing calendar groups |
| Create calendar groups | Use the New Group button to create a new calendar group |
| Delete calendar groups | Delete an existing calendar group |
| Update calendar availability | Update availability and time zone for a connected calendar |
Onboard |
|
|
Create a new flow | Click Add Flow to create a brand new onboarding flow | |
| View a flow | Click into a flow to view a list of assigned workers and their statuses |
| Edit a flow | Edit a published or draft flow |
| View flows list | View a list of flows, in any status, in the Onboard product |
| Archive a flow | Use the Archive button to archive a published flow |
| Directly notify workers enrolled in a flow | Click Notify to send an email and/or SMS to some or all of the workers in a flow |
I-9 / W-4 Forms | View an I-9 form | View a completed & submitted I-9 form |
| View I-9 forms list | View the list of I-9 forms and their statuses in the I-9 Forms table |
| Manage an I-9 form | Click Manage to view more details and take action on any worker's I-9 forms |
| View a W-4 form | View a completed & submitted W-4 form |
| Manage a W-4 form | Click Manage to view more details and take action on any worker's W-4 form |
| View W-4 forms list | View the list of W-4 forms and their statuses in the W-4 forms table |
Delete a document template | Delete an existing document template | |
| Counter-Sign a document | Counter sign a document after an employee has signed it |
| Create a new document template | Click Add Document in the Doc Signing activity to create a new template |
| View document templates list | View the list of existing document templates for your company |
| Edit onboard settings (read-only ⛔️) | Edit any of the settings in the Settings > Onboard page |
Communicate (beta product) |
|
|
Campaigns | Create and edit a campaign | Create a new email or SMS campaign, or edit an existing one |
| Schedule, cancel, and reschedule a campaign | Edit the frequency and date/time that a campaign is sent |
| View a campaign | Click into a campaign to see details about it |
| View stats for a campaign | See analytics about a campaign |
Templates | View templates | View a list of available Communicate templates |
| Create, edit, & delete templates | Create new templates, or edit/delete existing ones |
Compliance |
|
|
View compliance groups | View the list of groups, in any status, in the Compliance product | |
| Manage worker documents | Take action on documents pending review, or manually upload a new compliance check document |
| Manage compliance groups | Create a new compliance group, or archive an existing one |
Compliance checks | Manage compliance check templates | Create & update a new custom compliance check document |
Related Articles
⬅️ Previous article: Settings
➡️ Next articles: