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 four 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 four steps?
General Information: Profile image, name, email, team and communities.
Backoffice Roles: Which backoffice permissions the person has.
Segmentation: Which groups the person belongs to.
Evaluation & Careers: Career, plus special permissions, exclusion permissions and excluded users.
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 - Optional: Upload or replace the person's picture. Use the delete icon to remove the current image.
First name: The person's first name.
Last name - Optional: The person's last name.
Email: The address the person uses to sign in. Changing it changes their login.
Team - Optional: The team the person belongs to. A person belongs to one team.
Communities - Optional: The communities, also called tribes, the person belongs to. A person can belong to several.
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.
Use Search roles... to find a role by name, since the list is long.
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.
A person with no roles ticked has no backoffice access and only uses the app. For what each role can do, see the Users & Groups article listed at the end of this page.
Two roles have extra behaviour worth knowing. Admin grants everything, so use it sparingly and prefer the specific role that matches the person's job. Producer shows a Manage categories button, used to limit the Learn categories that producer can work in.
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.
Groups decide which content, features and modules the person can reach, so this step is usually the reason a person cannot see something 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 use Career - Optional to pick a career for this person. The career you set here is what appears in the Career Progression card on their profile, and it determines the structure they are evaluated against.
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.
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.
Exclusions win over grants. If a team is reachable through a special permission and also listed as an exclusion permission, the person does not see it.
How do I save or discard my changes?
Select Save Changes to apply everything you changed across the four 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.
After saving, the profile reflects the new values right away. Backoffice role changes take effect the next time the person loads the backoffice.
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 New User Wizard: batch creation, segmentation, backoffice roles, and welcome email.
For the full backoffice role reference, see Users & Groups.