Administration
Everything a company admin configures in OpenAleph - access levels, scoped admins, company settings, profile fields, modules, translations, exports, API and HR data sync.
Who can do thisAdminScoped admin
This section is for the people who run OpenAleph for their company. It explains who can do what (access levels and scoped admins), how to set up the company structure (organisation units, job titles, profile fields), which modules are active and why, how content is translated, how to get data out (exports, API) and how member data can be kept in sync with your HR information system.
Key concepts
| Term | Meaning |
|---|---|
| Access level | The role of a member in OpenAleph: Employee, Manager, Manager creator, Scoped admin or Admin. It decides which menus they see and what they can do in each module. See Access levels. |
| Scoped admin | An admin whose rights only apply to a population of members (for example one country or one department), defined with include and exclude rules. See Scoped admins and perimeters. |
| Perimeter (Scope) | The set of rules that defines a scoped admin's population. |
| Settings | The admin page where you manage the company identity (logo, name, homepage banner, pinned information) and structure (organisation units, work locations, job titles, seniority levels, contract types, profile fields). See Company settings. |
| People attributes / Profile fields | The fields that make up a member profile, grouped in sections. They can be shown as filters everywhere members are listed. See People attributes. |
| Module (application) | A product area such as Interview, Learn, Goals, OKRs, Skills, Feedback, Team Survey, Client survey, Work Time or SWP. Modules are enabled per company according to its contract. See Modules and licences. |
| Content translation | Templates and training modules can be offered in several languages, translated manually, through an Excel file, or with AI. See Translating content. |
| API key | A secret that lets your company's systems talk to the OpenAleph API, mainly to push member data. See API keys and public API. |
| HR data sync | An automatic, daily synchronisation of members from your HR information system (HRIS) into OpenAleph. See Integrations and HR data sync. |
Who does what
| Task | Admin | Scoped admin | Manager creator | Manager / Employee |
|---|---|---|---|---|
| Change access levels and set perimeters | Yes | No | No | No |
| Edit company settings and profile fields | Yes | Read only | No | No |
| See and edit member profiles | All members | Members in their perimeter | Edit own profile, read team profiles | Edit own profile (managers also read their team's profiles) |
| Deactivate and restore members | Yes | No | No | No |
| Create campaigns, templates and training content | Yes | Yes | Yes | No |
| Translate templates and modules | Yes | Yes (content they can edit) | Yes (content they can edit) | No |
| Add or import members | Yes | No | No | No |
| Send invitation emails to members | Yes | Their perimeter | No | No |
| Create API keys and see HR sync reports | Yes | No | No | No |
| Enable or disable a module | No (handled by OpenAleph) | No | No | No |
Note: A sixth level, Super admin, exists. It has every admin right and is set up by OpenAleph: it cannot be granted from the app, not even by another Super admin.
Pages in this section
- Access levels: the five access levels, what each one can do in every module, and how to change a member's level.
- Scoped admins and perimeters: give an admin rights over a population only, with include and exclude rules.
- Company settings: logo, company name, homepage banner, pinned information, organisation units, work locations, job titles, seniority levels and contract types.
- People attributes: sections and fields of member profiles, field types, required fields and filters.
- Modules and licences: which modules exist, how they are enabled, what users see when a module is not active, guided tours.
- Translating content: interface language, content languages, manual, file-based and AI translation.
- Exports and reports: every export available in OpenAleph, formats and how files are delivered.
- API keys and public API: create and revoke API keys, what the API allows, where the reference lives.
- Integrations and HR data sync: synchronise members from your HRIS, what gets synchronised, sync reports.
- Sign-in and security: sign-in methods (email, Google, Microsoft), passwords, sessions.
- Member data and privacy: deactivation instead of deletion, change history, what happens to data when someone leaves.
Typical setup, end to end
- Check your modules. Open the main menu: the Apps section lists the modules your company has. If one is missing, contact your OpenAleph account manager (Modules and licences).
- Brand the platform. In Settings › General, upload your logo and homepage banner, check the company name and add pinned information such as links to HR policies (Company settings).
- Build the company structure. Create organisation units (departments, teams, sites), work locations, job titles, seniority levels and contract types.
- Design the profiles. In Settings › Profiles fields, add the custom fields you need, choose which are required and which appear in filters (People attributes).
- Bring your members in. Add or import them from People › Members, or connect your HRIS through the API (Integrations and HR data sync).
- Give the right access. Promote managers, manager creators and admins, and set perimeters for scoped admins (Access levels, Scoped admins and perimeters).
- Translate your content if your teams work in several languages (Translating content).
- Follow up with exports and, when people leave, deactivate them rather than delete them (Exports and reports, Member data and privacy).
Access levelsThe five OpenAleph access levels (Employee, Manager, Manager creator, Scoped admin, Admin), what each can do per module, and how an admin changes them.Scoped admins and perimetersGive an admin rights over part of the company only, with include and exclude rules based on profile fields or managers, and preview the resulting population.Company settingsManage your company's logo, name, homepage banner and pinned information, and its structure - organisation units, work locations, job titles, seniority levels, contract types.People attributesConfigure the sections and fields of member profiles - system and custom fields, field types, options, required fields and "Show in filters".Modules and licencesWhich OpenAleph modules exist, how they are enabled for your company, how to know what is active, what users see when a module is off, and guided tours.Translating contentInterface language versus content languages, and how to translate interview, feedback and team survey templates and Learn modules manually, with an Excel file or with AI.Exports and reportsEvery export available in OpenAleph (campaigns, answers, skills, work time, Learn, surveys, workforce planning, members), formats, who can export and how files are delivered.API keys and public APICreate and revoke OpenAleph API keys, authenticate to the partner API, what the API allows (members, job titles, field options, org units) and where the reference lives.Integrations and HR data syncKeep OpenAleph members in sync with your HRIS through the partner API - what is synchronised, the daily run, ETL reports and what changes for admins once sync is on.Sign-in and securityHow members sign in to OpenAleph (email and password, Google, Microsoft), password rules, invitations, several workspaces, and what admins control.Member data and privacyWhat happens to member data when people leave - deactivation instead of deletion, restoring members, profile change history, and data protection requests.
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