Manage access roles

What each person sees and can do on the web is decided by the access role on their contract. Roles are reviewed and edited in the institution’s settings, and assigned in each contract. New roles are created by duplicating an existing one. In the iPhone and Android apps, the tabs are the same for everyone, whatever their role.

You need permission

This option only appears if your access role allows it. If you don't see it, ask the person who manages your institution to review your role.

See someone’s role

1. Go to People › Administration › Contracts and open their contract.
2. In Organizational classification, click Assign, or the edit button if they already have one. You’ll see their Access role.

Check what each role allows

1. Go to Settings › General settings › Team › Access Roles. This card only appears if your contract has the Administrator function.
2. You’ll see the Predefined roles, which Weikos maintains and can’t be edited, and your institution’s Custom roles.

The predefined roles allow:

• Administrator: managing everything in their institution, including access roles.
• Administrative and Production: people, contracts, projects, finances and all settings except access roles.
• Musician: their calendar, their projects and the sheet music for their instrument, their contract, their leaves and their time tracking. They don’t see the team or the general settings.
• Conductor: the same as Musician, with all the sheet music for their projects.
• Basic user: the role for people without a current contract. It doesn’t appear in the list.

Create a role

1. In Access Roles, open the role closest to the one you need and click Duplicate.
2. Enter the name and description, and click Create role.
3. In the new role, choose each section on the left and tick its Actions with their Scope.
4. Click Save. The change affects everyone who has that role.

Blocks and fields is for information only: it shows the level the actions give, No access, View only or View and edit, and can’t be changed separately.

Assign a role to someone

1. Open their contract and, in Organizational classification, click Assign or the edit button.
2. Choose the Access role. If you’re also changing the Job position, choose it first: choosing a job position applies its default role.
3. Save the contract with Save.
4. Ask the person to reload the page to see the changes.

Deactivate or delete a role

• To stop offering a role, turn off Active. People who already have it keep it, with its permissions.
• To delete it, click the bin › Delete role. It’s only possible if it isn’t assigned to any contract, including contracts that have already ended.

If it doesn’t work

• A menu doesn’t appear for your colleague. Their role doesn’t include viewing that section, and the menu hides what they can’t see. If they have a custom role, add the permission; if they have a predefined one, assign them another role or duplicate theirs and adjust it.
• They see You don't have access to this section. Their role doesn’t include that page, even if they reach it from a link or from a General settings card. Review their role.
• They have several contracts. What they see depends on what they choose at the top in Role and Contract. Ask them to choose a single contract.
• With All they can’t create anything. This happens when they have contracts in several institutions or several in the same one: the add button is disabled or An active contract is required appears. Ask them to choose a contract in Contract; see Work with several institutions.
• You can’t find Access Roles. It only appears to people with the Administrator function on their contract. Talk to the person who manages your institution.
• You cannot change the access role of your own contract. An administrator must do it. appears. Another administrator has to change it. If Only an administrator can change this access role appears, the current role allows managing roles and only an administrator can change it.
• You changed the job position and the role changed. Choosing a position applies its default role. Choose the role again after the position.
• The Active switch on a predefined role is greyed out. Only Weikos activates or deactivates predefined roles: Only Weikos staff can enable or disable predefined roles.
• When you delete a role, Cannot delete appears. The role is still assigned to some contract, even if it has ended. Assign another role to those contracts.
• You want someone to see a person’s record but not one block, such as bank details. It isn’t possible: what each role sees is decided by whole section, with its Actions.

If, with the right role, a single contract selected and the page reloaded, the person still can’t see the section, sees more than they should or sees data from another institution, write to us at help@weikos.io with the name of the role and the section.

We will never ask you for your password or bank details by email. If you receive a message asking for them on behalf of Weikos, don’t reply and write to us at help@weikos.io.