Lesson 2

User Role

Model

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Parta\.io

The Power of Granular Control

Within the workspace, you can manage everything to the tee: from who is just reviewing and commenting to who is managing the whole team or upkeeping the branding\.

Managing a workspace isn't just about giving people logins, it’s about building a secure, scalable foundation\. Each workspace offers complete control over roles and permissions, ensuring organized collaboration and efficient project management\.

Person who creates the workspace\. Has all the permissions, can use all features, and can delete the company and any users\.

\User Governance, Administrative Oversight

\Project Oversight, Team Management, Content Authoring

Can see all company projects and comment on them\. Cannot edit projects unless invited to a specific one\. All other capabilities are based on set permissions\.

\Content Authoring, Monitoring and Feedback, Setting Visuals

\Localization, Review, Focused Collaboration

Understanding Roles and Permissions

If you operate with a small team of users with equal positions, you might want everyone to have equal power and control over the content\. In this case, one of the users will take on the role of the Owner, with full governance over the workspace, while others will be Administrators, having all the permissions in place by default\.

BUT

At first glance, just assigning everyone as Administrator might seem like an easy and time\-efficient way to start the process for any team\. But that can be dangerous in terms of the operational security and brand integrity: if not thought through carefully it could lead to chaos, accidental overwrite of global style, deletion of projects, etc\.

To avoid that, you can

Owner and Administrator are fully stacked roles that need to be handed out carefully\. That would usually be Head of Learning, Ops Manager, Lead Instructional Designer or Team Lead\. Member and Guest are permission based roles, with Guest having no access to the library by default\.

Appoint a few super\-users

Who will have the Admin rights, while others will be Members or Guests with precisely set permissions\.

Your teammates

Who need to be focused on their specific tasks would be Members, and SME’s or third\-party contributors will have have limited access with only Guest access\.

What are the Permissions?

Permissions are granular controls that define exactly what actions a user can perform within the platform\. They work alongside roles to provide fine\-tuned access management, ensuring security and control over your company's data and projects\.

When setting up a user, you would assign these permissions based on their daily responsibilities\.

Permissions that define what actions users can do regarding the key workspace functionalities: User governance, Branding management and Content Authoring\.

• For anyone involved in content creation, most commonly Instructional Designers, Creator will be fundamental\.
• Users should be handled with care, and reserved for Ops Managers, Team Leads or other governance roles\.
• Third\-party contractors, or Brand Managers, who are tasked with creating visual identity of your content should have Style permission in place\.

Permissions that define what actions users can do inside a specific project\. It’s important for users who have different sets of responsibilities for different projects\.

• Fitting option for SMEs or a third\-party contractors that are focused on only reviewing the course would be keeping only Comment permission\.
• Co\-creators or SMEs involved in creation of the course will need Content or Content\+ permissions\.
• Teams helps managing who is working on a specific project team\. Should be reserved for the project creator and Team Leads\.
• Pro will be ideal for advanced Designers, that are helping with elevating the course’s quality\.
• Project Managers or any other role involved in content distribution should have Share permission\.

Now let’s see what tasks we can cover with the Role model:

You want SMEs to write content, but you don't want them poking around your workspace settings or other projects\.

Options:

• [x] Invite them as a Guest with "Creator" permission
• [ ] Add them as Members with "Creator" permission
• [ ] Invite them as a Guest with "Comment" permission across selected projects

[Button: Submit]

A third\-party designer needs to beautify a course using advanced tools\.

Options:

• [x] Invite them as a Guest with Pro permission and add them to needed project's team\.
• [ ] Invite them as a Guest with Creator permission and add them to needed project's team\.
• [ ] Invite them as a Guest with Content and Content\+ permissions and add them to needed project's team\.

[Button: Submit]

You’ve mastered the Role Model\! You now know how to delegate power safely and keep your workspace tidy\.

Now, we narrow our focus to the final level of the hierarchy: Team Access on a Project Level\.

[Button: Next lesson]