Users & Groups
The Users area is where you create, invite, validate, disable and manage accounts. Groups are the segmentation tool attached to those accounts. This article is the map of the area and the full reference for backoffice roles.
What are users and groups used for?
Go to Community Management > Users for the main account-administration area. That is where accounts are created, invited, validated, disabled and managed.
Groups are one of the segmentation tools attached to those user records. They keep related people together and let you reuse the same segmentation across modules such as Learn, Automations, Forms & Surveys, Recognition, Tasks, Missions and the communication features.
Where do I do each task?
Create people: Use Add User to open the wizard. See New User Wizard: batch creation, segmentation, backoffice roles, and welcome email.
Find and act on people: Use the filters, columns and row actions on the list. See Users list reference: filters, columns, badges, and actions.
Review one person: Open their profile with View Profile. See User profile: overview, recognition, evaluation and careers.
Change one person: Open their profile and select Edit User. See Edit User: general information, backoffice roles, segmentation, and permissions.
Validate, disable, impersonate: Available from the list row actions and from the profile header. See Users: invite, validate, disable, impersonate, and churn prediction.
What can I do from the Users list?
The Community Management > Users list is the operational view for day-to-day admin work. From there you search and filter people, review their team and groups, and read badges such as pending invite or validation state.
The row actions include View Profile, Validate user, Invalidate user, Disable user, Enable user and Impersonate user. If churn prediction is enabled in your environment, the list can also show churn indicators for review.
How can I disable a user?
Disabling blocks the person's access to the platform while keeping their usage data, which is why it is preferred over deleting. When you disable an account you must choose a reason: Resigned, Dismissed, Retired or Other.
Disable user is available both from the row actions on the list and from the profile header.
What is the Impersonate feature?
Impersonate lets a backoffice manager use the platform as another person, so they can reproduce a problem or assist that person. You must provide a reason, and the platform generates a URL to open in another browser or in incognito mode.
Every impersonation is logged for security. You can review the history of a specific account in the Impersonation Log card on their profile.
What backoffice roles exist and what does each one do?
Backoffice roles are assigned per person in the Backoffice Roles step of the Edit User panel, or in the equivalent step of the New User Wizard. A person with no roles has no backoffice access and only uses the app.
Admin: Controls and accesses everything related to the backoffice. Can create any type of user with any type of permissions.
Badges Manager: Creates and manages badges. Changes settings such as graphic layout, associated module, virtual coins, points and trigger rules.
Coins Manager: Assigns and manages virtual coins. Segments by groups and teams, views the coins dashboard and exports reports.
Comments Manager: Moderates, approves and deletes users' comments in different modules.
Community Manager: Manages teams, groups and tribes. Moderates and manages community interactions, including comments across different modules.
Comparisons Manager: Creates and manages comparisons, creates items and checks stats about items and users.
Competitions Manager: Creates, manages and edits competitions. Can also update competitions data using XLS files.
Contribute Manager: Creates and manages surveys, sees answers, gets reports and views dashboards.
Engagement Thermometer Manager: Changes Engagement Thermometer settings, sees reports and dashboards, and segments surveys by groups and teams.
Evaluation Manager: Creates and manages evaluation cycles, touchpoints, career settings, job categories and evaluation scales. Gets reports and views dashboards.
Feedback Manager: Creates feedback scopes and questions, sees answers, gets reports and views dashboards.
Feedback Viewer Manager: Controls and accesses everything related to the Feedback module in the frontend.
Gi Assistant Manager: Grants access to the backoffice AI assistant. Users with this permission can ask questions in natural language and consult data, strictly limited to the modules and users they already have access to.
Goals Manager: Controls and accesses everything related to the Goals module in the backoffice.
Group Manager: Manages a specific group, and manages and accesses the data of all users in that group.
Information Manager: Creates and manages News, Events, Tutorials and FAQs. Sends push notifications to everyone or segmented by groups.
Innovation Manager: Creates innovation types and innovation surveys, manages votes and answers, changes settings and gets reports.
Learn Manager: Controls and accesses everything related to the Learn module in the backoffice. Can create categories and content, change settings and publish content.
Manager: Creates, deletes and edits teams on the users menu.
Marketplace Manager: Accesses the Market module only, and can publish and unpublish content of the groups it belongs to.
Missions Manager: Creates, deletes and manages missions. Can publish, unpublish, segment by groups, create rules and access reports.
Missions Viewer Manager: Views and accesses missions information.
OKR Manager: Controls and accesses everything related to the OKR module in the backoffice.
Platform Settings Manager: Manages platform settings without full admin access. Can access and edit General Settings including the app name, Web App Customization, Mobile App Customization, Menu Configuration and Email Templates.
Producer: Accesses the Learn module and can create and edit learn contents. Producers manage the full content structure and send contents for review, but cannot publish or unpublish. Producers only have access to the contents they created. Use Manage categories to limit which categories they can work in.
Publisher: Accesses the Learn module and can publish and unpublish any learn content.
Push Manager: Manages push notifications.
Recognition Manager: Manages star badges and soft skills, changes settings, gets reports and views dashboards.
Revisor: Accesses the Learn module and can review and edit learn contents where they are the assigned reviewer, or that have no reviewer assigned. Can start reviewing, edit all content, approve, reject, or send the content back to the producer.
Tags Manager: Creates and edits tags in different contexts, for example skill tags from Competency Mapping.
Tasks Manager: Creates, segments and edits task lists and specific tasks. Can get reports.
Training Manager: Creates, segments and edits training programs and curricula. Manages course prerequisites, enrols users, and accesses specialised training reports and dashboards.
Vouchers Manager: Creates and manages digital vouchers. Segments vouchers using groups and teams. Can access reports.
The exact set of roles you see depends on the modules active in your environment, and only administrators can assign backoffice roles.
What is the Access Control Policy?
Principle of least privilege: Grant only the permissions the person needs for their job. Prefer the specific role over Admin.
Role-based access control: People are assigned predefined roles that limit their access to specific modules and functionality.
Data protection: Only authorised people can modify or publish sensitive data.
Regular reviews: Review role assignments periodically. The Backoffice Roles block on each profile, and the Admin badge on the users list, make this quick to audit.
Access revocation: When someone changes role or leaves, update or revoke their access promptly.
What is a Group?
Groups segment content, access, features and modules across different people. They do not appear in the frontend and can only be created and managed by backoffice administrators.
What is the difference between Tribes, Groups, Teams and Departments?
Tribes: Group people by areas of interest and imply a voluntary choice, since each person picks the tribe they want to belong to. All points collected are added to the person's tribe, helping it rise in the rankings. Tribes are created by the backoffice administrator.
Groups: Segment content, access, features and modules. They do not appear in the frontend and are managed only from the backoffice.
Teams: Replicate the organisational structure of the company, grouping people by internal department. When activated, teams also appear in the rankings.
Departments: Sit above teams. A department can be, for example, a branch of the company with its own similar but independent set of teams. A team can be associated with one department only.
How do I create and edit a Group?
Select New Group and give the group a name.
Select Submit to create it.
To change it later, use Edit under Actions. There you can rename the group, set a manager and add users.
The groups list also shows how many users each group has and who its manager is.
What can I do with the Group Features?
With Group Features you define, for each group, which features and modules are active or deactivated. This is what fills the Features list on each person's profile, so two people in different groups can see different parts of the platform.