Company roles are roles that you have created and are specific to your organization's account. You can have as many as you want, and they can be named whatever you want (Leadership, HR, Accounting, etc.). Companies use these "Company Roles" to assign permissions to certain badges (role-based badges), assign users to a specific rewards catalog if they have people in different countries, and can also be used to assign tasks to certain people based on role. See the below video for a comprehensive overview of our Roles feature!
There are a few ways to create Company Roles: manually through the Roles tab in the Company Admin portal, manually through a spreadsheet upload, or automatically through a user sync. If you are using a sync option, you also have the ability to turn on certain 'Dynamic Roles', depending on your account package. For more information, see our Dynamic Roles Overview FAQ.
Creating & Designating Roles Manually
If you have only a couple of Roles to add to a few employees, it may be easiest to add them manually. See the below steps for how to do this within the Users tab of the Company Admin Portal.
Creating Roles
- Select 'Menu' in the top right corner of your screen
- Select 'Company Admin' from the drop-down menu
- Select 'Roles' on the left-side menu
- Type in a name for your Role(s) in the text box beneath 'Custom Roles'
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Click the 'Create Role' button at the top of the page and create the Roles you wish to assign
Assigning Roles
- Once your Role(s) have been created, select 'Users' from the far left menu
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Select 'Manage' from the top right tertiary menu
- Click the three lines at the top left of the user table to expand options
- Select 'Company Roles' (not to be confused with system roles) - A column for 'Company Roles' will then appear in the user table
- Within the 'Company Roles' column in the user table, enter the Role you wish to designate to each person
Creating & Designating Roles with a Spreadsheet Upload
If you need to add several Roles at once, Roles can be created and assigned by downloading this sample spreadsheet, filling in the required details as well as filling in the 'Roles' column, and then uploading within the 'Users' tab.
- Open the sample spreadsheet and fill in the required fields: 'Email', 'First name', and 'Last name'
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Under the ‘Roles’ tab on the spreadsheet, enter the Role you wish to create and assign next to the user's names and email addresses that you've entered
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Do not rename any of the columns, and delete any columns you will not be using, as keeping them blank will override your current data for those attributes
- Select 'Menu' in the upper right-hand corner of your screen
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Select 'Company Admin' from the drop-down menu
- Select 'Users' from the left side menu
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Select 'Import' from the top right tertiary menu
- Scroll to step 2 if you've already set up and saved your spreadsheet, and select the 'choose file' button to select your prepared spreadsheet
- Optional, but recommended: Check the box for 'Dry run' to see how your upload will change your data
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When you are ready, select the 'Import' button
- Results for your upload will be shown in the box at the upper right side of your screen, where you can view a summary or download them
Creating & Designating Roles Automatically
If you are managing users through a user sync (Microsoft/O365 or sFTP), you may be able to bring in attributes and turn them into Roles via 'Dynamic Roles', depending on your account package. For more information on that process, see our Dynamic Roles Overview FAQ.