Creating and managing roles

This article covers the life of a role: creating, duplicating, renaming, pausing and deleting it, and tracking its changes. It is intended for administrators who manage the organisation’s permissions. For how roles work in general, see Understanding roles and permissions.

Before you start #

• Roles are managed in Settings › Manage Employees › Employee Roles.
• Each action has its own permission, at Execute level, in the Roles & permissions section of the matrix: “Create a new role” (also used to rename), “Duplicate a role”, “Activate / Deactivate a role” and “Delete a role (non-preset)”. The History tab requires “View the change log”, and its export “Export the matrix to CSV”.
• By default, only the Administrator role holds these permissions.

Role cards #

Below the warning banner, each role has its own card: its colour, name, description and number of individual members (a dash when there are none). The ILLIZEO badge marks a role provided by Illizeo; the INACTIVE badge and a struck-through name mark a deactivated role.

Click a card to select the role. Its sheet opens below, with four tabs: Target population, Authorized population (followed by the total number of members), Reminders and History. The selected card also shows its action buttons: Duplicate, Rename, Activate or Deactivate, and Delete. Rename and Delete only exist on your own roles.

When a temporary role expires within seven days, a yellow box above the cards announces it, with the number of days left and members affected.

Creating a role #

1. Click the New role card, after the other cards.
2. The Create a new role window shows one block per language of the organisation, yours first. Enter the Name, required in your language, and an optional Description. A name left empty in another language takes the name entered in your language.
3. Click Create.

The new role starts empty: no permission, no target population and no member. It therefore grants nothing until you have set its permissions in the matrix (see Setting permissions in the matrix), its target population and its members. To start from a similar role, duplicate it instead.

Two roles cannot have the same name in the same language: Illizeo refuses the creation with the message “A role with this name already exists.”

Duplicating a role #

1. Select the card of the role to copy, including a role provided by Illizeo.
2. Click Duplicate.

The copy is named after the original followed by “Duplicate” (“Dupliqué” in French), with a number if that name already exists. It carries over:

• the permissions in the matrix;
• the target population, its exclusions and the “Exclude the employee themselves” setting;
• the Colleagues’ absences, Calendar and Allowed lists cards;
• the reminders, copied as inactive.

It does not carry over the members: neither individual members nor automatic or dynamic members. Nor is it an administration role, and it does not require two-factor authentication, even if the original did. Rename the copy, then assign it.

Renaming a role #

1. Select the role’s card, then click Rename.
2. The Edit name and description window shows each language of the role. Change the name or description in each one.
3. Click Save.

A name left empty keeps the previous name in that language; a description, however, can be cleared. Roles provided by Illizeo cannot be renamed.

Deactivating or reactivating a role #

A deactivated role no longer gives its members anything. It stays on its card, greyed out, but disappears from the matrix columns. To deactivate it, select its card and click Deactivate; to reactivate it, click Activate, which is never blocked.

Illizeo refuses deactivation in four cases:

• the role still has individual members: the button is greyed out and its tooltip tells you how many members to remove first;
• the role designates approvers in an active workflow;
• it is the All employees role;
• the role is the last one able to administer the organisation’s permissions.

Deleting a role #

1. Select the role’s card, then click Delete.
2. Confirm in the Delete role? window by clicking Delete.

Deletion is permanent. It is only possible for your own roles, and Illizeo refuses it while the role has individual members (“Role cannot be deleted because employees are still assigned to it.”), while it designates approvers in an active workflow, or if it is the last one able to administer permissions. So remove its members first from the Authorized population tab. The deleted role is also removed from the announcements and groups that referred to it.

Tracking changes #

The History tab keeps the role’s log: creation, duplication, renaming, activation and deactivation, permissions changed, members added and removed, perimeter, exclusions, authorized population and temporality changed, reminders added, updated or deleted. Each line shows the date and time, in your time zone, the author and the details of the change.

The Export matrix button on the same tab downloads the matrix as a CSV file: one row per permission, one column per role displayed in the matrix, with each role’s level.

The Reminders tab #

The Reminders tab schedules reminders sent to the role’s holders about the employees they follow: birthdays, end of trial period, contract end date, end of work permit… Its settings are described in Alerts & notifications.

Good to know #

• Each change applies immediately, with no overall save button.
• The number shown on a card only counts individual members. The total, including automatic and dynamic members, appears on the Authorized population tab.
• Roles provided by Illizeo can be duplicated, deactivated and configured, but cannot be renamed or deleted.

FAQ #

The Deactivate button is greyed out. #

The role still has individual members. Remove them in the Authorized population tab (see Assigning a role to employees), then deactivate the role.

I have just created a role and its members see nothing more. #

A new role has no permission and no target population. Grant it permissions in the matrix and define its target population (see Defining a role’s target population).