📖 Manage User Roles

Managing user roles ensures that employees have the correct access levels for executing, editing, or managing work instructions and workspaces.

By defining roles, you can simplify permissions management and improve security.

🔹 Ensure Security – Prevent unauthorized access to sensitive settings.
🔹 Simplify Permissions – Assign roles instead of configuring permissions individually.

Step ️1️⃣: Manage your User Roles

1. Navigate to Company Settings > User Management
2. Switch to the tab Roles
3. There are three default Roles within the Setago WebApp:
• Admin Role: has access to all functions within the account
• Manager: Can manage the directory, workstations and work instructions
• Operator: Can not edit or manage content. Can only user operating functions such as execute work instructions or search articles
4. If a custom role is necessary, one can create custom roles either from scratch or based on a default role. (e.g. you need an operator, who can also manage articles. Duplicate the operator role and add the article management rights to the new role.)
5. Save changes

📌 Tip: There are rights, that are not included in any of the default roles. For example article search with barcode. These are roles you need to assign to a new custom role.

Step 2️⃣: Assign a Role to a User

1. Navigate to User Management.
2. Select a user from the list.
3. Click Edit User and go to the Role Assignment section.
4. Select the appropriate role (Admin, Manager, Operator, or Custom Role).
5. Save the changes.

📌 Tip: A user can have multiple roles. This enables temporary access to functions, without having to change the default role of a user.

✅ Best Practices for Managing Users & Permissions
✔ Review Permissions Regularly – Remove access for employees who change roles.
✔ Test Access Levels – Verify what each role can see and do by logging in as a test user.

💡 What’s Next?

🎯 Now that your user management is set up, here’s what you should do next:

✅ Restrict Users to Workspaces and Instructions → 

✅ Set Up Conditional Workflows (IF-THEN Logic) →

📩 Need help? Contact support@setago.io