Roles

In this article, we'll walk through:

• What are Roles?
• considerations when mapping your workforce to Roles.
• How to use Roles throughout your Program design.

After reading this documentation, you will be able to:

• identify the different use cases for admin and coach Roles.
• determine the best mapping of your organization’s workflows to a coach Role.
• identify which content is available to coaches and/or admins by default.
• identify strategies for simplifying your team’s workflows through content access.

Roles represent the different kinds of users in your organization who will be using Welkin. Typically, a Role maps to a group of individuals who will perform similar tasks to support your program.

By default, Welkin creates an admin Role for managing your users, as well as a general “coach” Role for users granted access to Welkin by an admin.

• The admin Role should be limited to people in your organization qualified to manage access to your Welkin program. We recommend that the admin Role be limited to supervisors or team managers.
• You can rename the coach Role to match your organization’s terminology.
• You may choose to add additional Roles to match your organizational needs and to align your Program design.

Creating Roles to match your workforce organization

When configuring your Program in Workshop, you can map the Roles directly to your organization’s structure.

Tip To simplify your Program workflows, create fewer Roles initially, and then refine or add more as you determine if and how those workflows should be dispersed across teams.

Using Roles to manage workflow execution and access

By default, all Roles in your Program will have access to all content, such as Email Templates, Assessments, or Care Flows. However, you can limit content access by Role, if a user’s tasks or job function doesn’t require it.

For example:

• You may choose to only expose the “Welcome Email” template and  “Intake Assessment” to your enrollment team.
• You may choose to only expose the “Satisfaction Survey” to your customer success team.