Licenses & Roles in Workpath

This short video shows where to update roles in Workpath. Read further for more details. 

 

Understanding Licenses & Roles in Workpath

At Workpath, we offer three distinct licenses and three roles for users. These licenses and roles are essential in defining user access and capabilities within our platform.

Licenses

Each user will be assigned to exactly one license:

1. Standard User

A standard user is the normal license with access to most of the Workpath platform.

2. Analyst

Analysts are power-users with access to reports, insights and summaries with the option to filter into parts of the organizations (e.g. a domain, value stream, region, ...).

3. Viewer

Viewers are users interested in the organization's strategy execution, but not actively participating in it. Therefore, they can view an overview of the Goals of the organization, the Goals of teams, be part of a team, and even of a conversation, but cannot create or update Goals.

Watch this video to see how Viewers work in Workpath:

Roles

A user can be assigned none, one, or multiple roles.

1. Administrator

Admins have full permissions on the platform, including managing integrations. This role is recommended for system administrators to ensure a smooth integration into the IT landscape.

2. Program Lead

Program Leads are usually responsible for the roll-out of the program within the organization and manage the community of Coaches. They have wide-reaching permissions and can manage users and teams, set-up Goal Cycles and assign Coaches. 

3. Coach

Coaches play an important role in making the program successful within the organization. The Coach role can be granted to users by Program Leads. Once users hold this role, they can be assigned by Program Leads to one or more teams. Also, multiple Coaches can be assigned to a team.

When assigned, Coaches can support the team in following the process (e.g. setting-up Check-ins) as well as creating and editing Goals.

Coaches cannot update the progress or status of a Goal, Key Result or Initiative. In most organizations, this is not the responsibility of the Coach, but of the members of the team. If a Coach needs to be part of the team and update the progress as well, he/she can also be added to the team as a member.

The "Coach" Role can be renamed to fit the name used in the organization. Common names include Champions, Masters, and Experts.

The difference between licenses and roles

Licenses and roles in Workpath serve similar but slightly different purposes. Licenses determine the overall access level. On top of this, roles help you fine-tune specific user permissions for role-based access actions.

Only once employees have gotten access to Workpath through one of these licenses, different roles can be assigned to them in the tool, which grants different permissions in the platform.

Granting and Revoking Licenses & Roles

Admins and Program Leads can grant and revoke roles by navigating to the Settings > Users page and selecting the  context menu icon next to a user. While Admins can assign every role, Program Leads can only grant the Program Lead and Coach roles.

Users can hold multiple roles at the same time, e.g., a Program Lead can also act as a Coach.

Note: if you don't see the option to assign a "Standard User" license to a user with a "Viewer" license, it is because licenses are assigned through your SAML setup. Please reach out to your Program Lead or IT Helpdesk to request an upgrade.

Permissions in Detail

With roles, users get permissions in various parts on the platform: (1) Platform-wide, (2) for Goals, (3) for teams and (4) for managing users.

(1) Platform-wide permissions

¹ Manage includes viewing, editing and deleting

(2) Goal permissions 

² Permissions to create Organizational Goals can be limited / extended by contacting [e-mail]. For the permission to create team Goals, see the section on Team permissions

³ Goal Followers can see private Goals but not their progress or the over time chart

⁴ Either as a Key Result or Initiative associated with the Goal

⁵ Including creating and editing its Key Results, Initiatives, collaborators and relationships

(3) KPI permissions

(4) Team permissions

⁶ Managing a team includes editing the team settings, archiving/restoring the team, changing the team lead and adding and removing members

(5) User permissions

⁷ With any email whitelisted in the allowed email domains. Can be customized to be more restrictive to specific roles.

⁸ Managing users means the user can see other users in the settings area and edit, (de-)activate or export them there as well as change their manager. Users can always edit their own profile