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Users

The Users tab in Settings is where a sysadmin or manager can view, add, and manage roles and permissions for your organization. It’s a tool where you can create and customize a role to ensure that each member has the appropriate level of access.

 

To access this feature in TheWorxHub:

  1. Click Settings on the navigation menu and go to the Users tab.

  2. User Roles will appear in either the Standard Roles section or the My Roles section. *Note: The Standard Roles section contains roles that are included with your account, while the My Roles section contains any roles that you have created. If you see Corporate Roles, those user roles are controlled by your organization.

 

 

User roles

How to create a user role

You can either choose the Copy Role option or the New Role option to create a new user role. *Note: Before adding a new user role, we highly recommend checking your staff list to ensure that a team member is not already in the system under a different role.

 

  1. To use the Copy Role option:

    • Select the Standard Roles closest to the desired User Role.

    • Click the Copy Role button.

    • Enter a name for the user role in the "Type New Role Name Here" box and click OK.

       

       

    • Click on the Permissions for this role drop-down in the right column to review the permissions for the new role. *Note: For applications like Transportation, assigning permissions in TheWorxHub is not enough; you must also assign the staff member to the application to activate those permissions.

    • Click Save to add this new user role. Learn more about User Permissions in the next section.

       

  2. To use the New Role option:

    • Click on the New Role button.

    • Enter a name for the user role in the "Type New Role Name Here" box and click OK.

       

       

    • Select any applicable permissions from a permission category drop-down to customize the type of access or restriction for the new role.

    • Click Save to add this new user role. *Note: The role you have just created will appear in the My Roles section.

       

 

       Bright Idea:

We recommend editing/changing a staff member's role through their user profile to ensure they are properly removed from their previous role. We do not recommend changing a staff member's role by going into the Users settings. If you need to batch edit a pool of users, please refer to our guide on batch editing staff.

 

User role descriptions

The left column of the user role setup section displays three role types:

 

Standard Roles:

These are pre-configured roles included with your account, featuring preset default permissions. Examples include Supervisors, Technicians, and Requestors.

Corporate Roles:

 

Similar to Standard Roles, Corporate Roles are controlled by your organization and cannot be edited. *Note: Corporate Managers may have different permissions coverage compared to Standard Managers due to the distinct nature of their work activities.

 

My Roles:

 

Any new role created via the New Role option will appear in this list.

 

       Bright Idea:

There are specific permissions we recommend defining for each role. We have created a handy PDF as a starting point for configuring your user roles. Please note that Technicians also have access to the Overdue, Due Today, Compliance, and High Risk tabs.

 

User permissions

To view the access associated with the role you've created, click on the Permissions for this role drop-down. *Note: The permissions for pre-configured roles are controlled by TheWorxHub and cannot be edited. If you wish to customize permissions, you can remove users from a pre-configured role and reassign them to a new role using the "New Role" option.

 

       Bright Idea:

When customizing permissions for a new user role, ensure the relevant application is turned on in their user profile. For example, if you want to customize a user role with Security permissions, the Security application must be activated to impact their access.

 

User permission descriptions

The following categories describe the building blocks that show how user permissions work: