Edit User: general information, backoffice roles, segmentation, and permissions
Use the Edit User panel to update one person's details, backoffice roles, groups, career and data-access permissions. The panel is organised in steps and applies everything with a single Save Changes.
How do I open Edit User?
Go to Community Management > Users.
Find the person and open their profile with View Profile.
Select Edit User in the profile header.
The panel header shows Edit User with the person's name, so you can confirm you are editing the right account before you change anything.
What are the steps?
General Information: Profile image, name, email, and, when available, company code, team and communities.
Backoffice Roles: Which backoffice permissions the person has. Only administrators see this step.
Segmentation: Which groups the person belongs to.
Evaluation & Careers: Career and category, plus special permissions, exclusion permissions and excluded users. This step appears only when My Career is active on your platform.
Use the list on the left to jump between steps. The panel is a single form, so you can change fields in several steps and save once at the end.
What can I change in General Information?
Profile image: Upload or replace the person's picture. A square image is recommended.
First name: Required, with at least 2 characters.
Last name: The person's last name.
Email: The address the person uses to sign in. Changing it changes their login.
Company code: Shown only when company codes are active on your platform.
Team: The team the person belongs to. A person belongs to one team. Shown only when teams are active.
Communities: The communities the person belongs to. A person can belong to several. Shown only when communities are active.
The password is not part of this panel. Use Change Password in the profile header instead.
How do I assign backoffice roles?
Open the Backoffice Roles step. The counter next to the title shows how many roles are currently selected.
When the list is long, use Search roles… to find a role by name or description.
Tick the roles you want. Each role shows a description of what it unlocks.
Use Select All or Clear All when you need to reset the whole set.
For what each role can do, see the Users & Groups article listed at the end of this page.
When Producer is ticked, a Manage categories button appears. Use it to limit the Learn categories that producer can work in. If no categories are selected, the producer can create contents in any category.
How do I change the person's groups?
Open the Segmentation step.
The groups already assigned appear as tags. Select the cross on a tag to remove that group.
Use Select groups… to add more.
A person gets the features enabled in every group they belong to, so this step is usually the reason a person cannot see an area they expect. Check it first when you get that kind of report.
How do I set the person's career?
Open the Evaluation & Careers step and pick a Career. After you choose a career, pick its Category. The career you set here is what appears in the Career Progression card on the person's profile. If no careers are configured on your platform, the career block does not appear.
What are Special Permissions, Exclusion Permissions and Excluded Users?
These three blocks, in the Evaluation & Careers step, control which data the person can reach beyond their own team. Each one has an Add button.
Special Permissions: Grants this person access to another team's data using its team code. Use it when someone needs to see or manage a team they do not belong to, for example giving a regional manager access to the Sales North team. You can pick a team or enter a custom code.
Exclusion Permissions: Blocks this person from a specific team's data, even when they would normally have access. Use it to keep certain teams private, for example hiding the Board team from a department manager.
Excluded Users: Hides specific people from this person across the platform. Use it when this person should not see certain colleagues, for example hiding senior executives from a team leader's lists.
How do I include a team, its sub-teams, or both?
In Evaluation & Careers, click Add under Special Permissions or Exclusion Permissions, then choose Select a team.
Depending on your backoffice version, the option is labelled Sub-teams only (excludes the selected team) or Sub-teams only (not the selected team). Both labels refer to the same scope: sub-teams only.
The selected team only: leave Sub-teams only off and select the team. This adds the team's code, such as
1.2.Sub-teams only: turn Sub-teams only on and select the team. This adds a code ending in
.*, such as1.2.*. It covers the teams below the selected team and does not cover the selected team itself.The team and its sub-teams: select the team once with the option off, then turn it on and select the same team again. Both codes are needed. The button shows Add 2 codes when these are the two codes you have selected.
Click the Add button showing the number of selected codes to return to Edit User, then click Save Changes to apply them. The example codes above are illustrative.
In Special Permissions, these codes grant access to the selected scope. In Exclusion Permissions, they block access to that scope. Adding only the sub-team code does not add the selected team to that permission or exclusion.
How do I save or discard my changes?
Select Save Changes to apply everything you changed across the steps. Save Changes stays inactive until there is something to save, so a greyed-out button means the form is untouched. Select Cancel, or close the panel, to discard your edits.
Which article should I open next?
To read the data you just changed, see User profile: overview, recognition, evaluation and careers.
To create people instead of editing them, see Add Users wizard: batch creation, segmentation, backoffice roles, and welcome email.
For the full backoffice role reference, see Users & Groups.