Roles control which applications employees can access and what actions they can perform within them. They are essential to ensure the right people have the right level of access.

Each role can be linked to:

• One or more applications
• A set of access rights
• Selected reports
• Individual employees

Create a role

1. Navigate to Back Office Manager, expand the Configuration menu item, and select Roles.
2. Click Create role in the top right corner.
3. Enter a clear, descriptive title and add a short description to explain the role’s purpose.
4. Click Next step.
5. Select the applications this role should have access to.
6. Click Create role.

Your role is now created.

• Below the role name, you’ll see the list of selected applications. You can change them anytime by clicking Choose application again.
• Underneath, the Assigned rights section appears, based on the selected applications. Here, you define access levels.

Assign access rights

Assigning access rights ensures employees can only perform actions relevant to their job, improving both control and compliance.

1. Select an application (e.g. Channel Manager) to view its access rights.
2. For each right, tick the permission level(s) to assign:
   • View
   • Create
   • Edit
   • Delete
   • Execute
3. To assign all rights at once, tick the top checkbox and choose the permission level.
4. Click Save changes in the bottom right corner.
5. Repeat these steps for all relevant applications.

Link reports

Linking reports to a role gives employees access to the data they need, without assigning them one by one.

1. Scroll to the Linked reports section and click Link reports in the bottom right corner.
2. Use the search bar or filters to find and select the reports you want.
3. Click Link reports to confirm.

Link employees

Linking employees to a role activates their access. This ensures consistency and saves time when onboarding or updating multiple users.

1. Scroll to the Linked employees section and click Edit linked employees in the bottom right corner.
2. Use filters or the search bar to find and select users.
3. Click Update. The users now appear in the list.

To remove an employee from a role, click Unlink next to their name.

To remove all linked employees, click Unlink all employees.

Make bulk updates

Batch updates save time and reduce manual work when applying the same changes to multiple users or roles.

1. Navigate to Configuration, expand the Batch updates tab, and click New batch update in the bottom right corner.
2. Choose between the Employees or Roles sub-tab.
3. Use filters or the search bar to refine and select items to update.
4. Click Next step.
5. Choose the type of update you want to make:
   1. For employees: update attributes (e.g. GDPR level, distribution channels)
   2. For roles: add or remove application access rights
6. Click Roles, then select Add roles or Remove roles.
7. Select roles from the dropdown list.
8. Click Next step.
9. Review your batch update:
   1. Scope: which items are affected. Expand the lines to view the full scope if needed.
   2. Changes: what will be updated. 
10. Click Start batch update to launch the changes.
11. When the progress bar finishes, click Back to batch summary.
12. Click a line to view update details.
13. Use the Batch status tab to view success or failure.
14. Use the Batch scope tab to review selection criteria.