🛠️ Understanding Roles in Atobi

In Atobi, Roles are customizable sets of permissions that define what actions members can perform within the platform. By assigning specific roles, you can tailor access levels to align with your organization's structure and needs, ensuring efficient and secure member management.

🧩 What Are Roles in Atobi?

Roles in Atobi control who can manage members and the extent of their capabilities. They are optional and can be customized based on your organization's requirements. If no role is assigned, members will not have permissions to manage other members.

📝 Available Permissions for Roles

Each role can have specific permissions enabled or disabled, allowing precise control over member management. The current permissions include:

Create Members: Allows the user to add new members to the platform.
View Members: Grants the ability to view member profiles and information.
Update Members: Permits editing of existing member details.
Delete Members: Enables permanent removal of members from the system.
Archive Members: Allows deactivating members while retaining their data for future reference.
Anonymize Members: Permits anonymizing member data, making it unidentifiable.
Restore Members: Grants the ability to reactivate archived members.
Reset Member's Password: Allows resetting passwords for members.
Reset Member Avatar: Permits changing or resetting a member's profile picture.

Note: For detailed information on Delete, Archive, and Anonymize actions, refer to the Members Management article.

🛠️ How to Create a Role

Only Owners have the authority to create new roles. Admins with appropriate permissions can assign these roles to members. To create a role:

Navigate to Admin > Roles in the Organization Setup section.
Click "Create new".
Name the role descriptively to reflect its purpose.
Enable or disable the desired permissions for this role.
Select the access scope:
- Local Access 🌐: Members can manage others within their location and all sub-locations.
- Global Access 🌍: Members can manage all members across the organization, regardless of location.
Click "Save" to create the role.

Once created, the role can be assigned to members as needed.

🎯 How to Assign a Role to a Member

To grant a member specific permissions through a role:

Go to Admin > Members.
Find the member you wish to assign a role to.
Click "Edit" next to their name.
Select the appropriate role from the list.help.atobi.io
Click "Update" to apply the role.

The member will now have the permissions specified in the assigned role.

🧐 Important Considerations

Default Role for Owners 👑: The "Member Manager" role is automatically assigned to Owners, granting them all permissions with Local Access. This role cannot be removed, ensuring Owners always have access to member management.
Role Assignment 🧩: If a user does not have any role assigned, their access scope is defined by their local/global setting. However, a role's scope takes precedence over individual settings.

🌟 Why Are Roles Important in Atobi?

Assigning Roles in Atobi isn't just about managing permissions—it's about creating a structured, efficient, and secure workflow within your organization. Here's why Roles are essential:

🛡️ 1. Control Access & Maintain Security

Ensures that only authorized members can manage employees.
Prevents accidental changes or unauthorized access to sensitive information.

Example: A Store Manager can be given access to manage their own store employees but cannot modify members in other locations. 🔒

🚀 2. Improve Efficiency & Delegate Tasks

Reduces administrative burden by allowing team leaders to manage their own teams.
Customizes who can create, edit, and remove members, so permissions align with real-life responsibilities.

Example: HR Managers can have full access to manage all employees, while Store Managers only have rights to reset passwords or update employee details within their store. 🏬

⚙️ 3. Fully Customizable Based on Your Needs

You decide who gets access to what—from full control to limited actions.
Roles can be adjusted anytime as organizational needs evolve.
Roles are optional—if no role is assigned, members won’t have permissions to manage others.

Best Practice:

🔹 Using roles, you can give Store Managers the power to manage employees within their store.

🔹 Grant them permission to create and delete employees OR just reset passwords.

🔹 HR Managers can have full access to managing all employees.

📌 4. Ensures Owners Always Have Member Management Access

The "Member Manager" role is automatically assigned to Owners.
This grants Owners all permissions with Local Access and cannot be removed.

💡 Why? This ensures that Owners always have control over managing employees in Atobi!