ACCESS MANAGEMENT
Control data visibility within calendars and reports. Enable regular staff to select relevant people in vacation requests and projects for timesheets.
Organizational Units Access Management feature enhances your organization's operational efficiency and visibility. It allows for precise control over how managers access and interact with various components, such as project visibility on the Calendar and within the Reports.
Additionally, it empowers regular team members by enabling them to submit vacation requests directly to the relevant managers and accurately log time for specific projects.
By leveraging Access, we offer a granular approach to managing resources, calendars, and projects, thus enhancing organizational efficiency and safeguarding sensitive information such as:
Access data and filters on the Settings pages (People, Projects, Bank Holidays, Vacations) display entities only from accessible Organizational Units.
Calendar filters to exclusively showcase resources from assigned Organizational Units.
Granting 'full calendar viewing permissions' to Regular users allows access only within Organizational Units they are granted access, maintaining controlled visibility.
Projects are limited to association with a single Organizational Unit or none, with auto-assignment workflows to manage access efficiently.
The Calendar and Reporting features reflect this access control, showing resources, projects, and time entries pertinent to the user's accessible Organizational Units.
Autocomplete filters in the booking process and restrictions on time entry creation further enforce this access control.
Import and export functions, vacation approval, and saved views sharing are also governed by OU-based access control, ensuring data integrity and security.
Creating Organizational Units
Before adjusting access settings for your Team Members, ensuring that your organization has multiple Organizational Units set up is essential. This foundational step allows for a more structured and efficient management of access levels. Go to Settings -> Organizational Unit to create Organizational Units. Read detailed instructions on how to do that here.
Managing the access for Team Members
Navigate to Settings -> People page,
Click Add a new Team Member (Detailed instructions here) or click the existing user profile card.
Expand the Team Member settings section and locate the "Access" field.
Use this field to specify the Organizational Units to which the user should be granted access. The system simplifies the process by prefilling the Organizational Unit field with the unit the person is associated with.
Managing the access to Projects
Projects can have their visibility limited by assigning them to specific Organizational Units. By default, projects are not assigned to any Units and are visible to all Team Members across the organization. This feature allows for more targeted sharing of projects, ensuring that only relevant Team Members can access specific project information, thus enhancing privacy and focus within teams.
Notes
When a new Organizational Unit is created within the platform, access to this unit is automatically granted to all Team Members with the Owner role, ensuring that Owners, as primary stakeholders in organizational management, have uninterrupted access to all organizational resources.