Roles and access levels
The six OpenAleph access levels (Employee, Manager, Manager creator, Scoped admin, Admin, Super admin) and what each one sees in every module.
What you see in OpenAleph depends on two things: the modules your company uses and your access level. This page explains each access level and lists, module by module, the menu entries each level gets. The detailed rules for each action are in each module's documentation, and the full permission matrix for admins is in Access levels.
The access levels
Every user has exactly one access level. It is shown on the profile (Access level field) and set by an admin (see Change the access level).
| Access level | Who it's for | In short |
|---|---|---|
| Employee | Everyone | Sees and completes what is assigned to them: their interviews, feedback, surveys, trainings, goals, time off. Can browse the org chart and colleagues' profiles. |
| Manager | People who manage a team | Everything an Employee can do, plus team views: team interviews, team goals, the Team Dashboard on the home page, People › My team, leave requests to approve, the company skills matrix. |
| Manager creator | Managers or HR people who build content | Everything a Manager can do, plus creating content: interview, feedback and team survey campaigns and templates, goal and skills templates, Learn content (My content), and managing external users. |
| Scoped admin | Local HR, site or department administrators | Admin rights limited to a population (for example "everyone in the Lyon site" or "the team of a given manager"). Sees the Members list and Settings, but only acts on the people in their perimeter. |
| Admin | HR administrators | Full administration of the company: members, access levels, profile fields, company settings, all campaigns and content, training plans, API keys. |
| Super admin | A very small number of people | Everything an Admin can do. This level is set up by OpenAleph: it can't be granted from the app, not even by another Super admin. |
Note: a person who has people reporting to them must be at least Manager. OpenAleph doesn't allow an Employee to be set as someone's manager.
About Scoped admins
A Scoped admin is an admin whose actions are limited to a population defined by an admin. The population is built from rules on profile fields (for example department, site, contract type) or on a manager's team, with optional exclusions. A Scoped admin:
- sees and edits only the members of their population in People › Members,
- launches and follows campaigns for their population,
- can't change anyone's access level, can't create or import members, and can't deactivate or restore members (these stay with Admins),
- doesn't have access to the Learn Training Plans pages, which are reserved to Admins and Super admins.
A Scoped admin can see their own perimeter: on their profile, the Access level field shows a link such as "(12 members administrated)". Only Admins can change it. See Scoped admins and perimeters.
What each level sees in the menu
The left-hand menu only shows the modules your company uses, and inside each module, only the pages your access level allows. The table below lists the menu entries per level. "✓" means the entry is visible from that level upwards.
| Module › menu entry | Employee | Manager | Manager creator | Scoped admin | Admin / Super admin |
|---|---|---|---|---|---|
| Home | ✓ | ✓ | ✓ | ✓ | ✓ |
| Interview › My Interviews | ✓ | ✓ | ✓ | ✓ | ✓ |
| Interview › Team Interviews | ✓ | ✓ | ✓ | ✓ | |
| Interview › Campaigns, Templates | ✓ | ✓ | ✓ | ||
| Learn › My Learning, Catalog, Trainings | ✓ | ✓ | ✓ | ✓ | ✓ |
| Learn › My content | ✓ | ✓ | ✓ | ||
| Learn › Training Plans | ✓ | ||||
| Goals › My Goals | ✓ | ✓ | ✓ | ✓ | ✓ |
| Goals › Team Goals | ✓ | ✓ | ✓ | ✓ | |
| Goals › Templates | ✓ | ✓ | ✓ | ||
| Goals › Dashboard, Statuses | ✓ | ✓ | |||
| OKRs › Objectives and KRs, OKR Plans | ✓ | ✓ | ✓ | ✓ | ✓ |
| Feedback › Dashboard | ✓ | ✓ | ✓ | ✓ | ✓ |
| Feedback › Campaigns, Templates | ✓ | ✓ | ✓ | ||
| Skills › Reviews, Framework | ✓ | ✓ | ✓ | ✓ | ✓ |
| Skills › Company matrix | ✓ | ✓ | ✓ | ✓ | |
| Skills › Templates | ✓ | ✓ | ✓ | ||
| Work Time › My Calendar, Planning | ✓ | ✓ | ✓ | ✓ | ✓ |
| Work Time › Requests | ✓ | ✓ | ✓ | ✓ | |
| Work Time › Configuration | ✓ | ✓ | |||
| Team Survey › My surveys | ✓ | ✓ | ✓ | ✓ | ✓ |
| Team Survey › Campaigns, Templates | ✓ | ✓ | ✓ | ||
| Client survey › Dashboard, Clients, Templates | ✓ | ✓ | ✓ | ✓ | ✓ |
| SWP (Workforce planning, Beta) | ✓ | ✓ | ✓ | ✓ | |
| People › Organization Chart | ✓ | ✓ | ✓ | ✓ | ✓ |
| People › My team | ✓ | ✓ | ✓ | ✓ | |
| People › External users | ✓ | ✓ | ✓ | ||
| People › Members | ✓ | ✓ | |||
| Settings | ✓ | ✓ | |||
| Api Keys (icon at the bottom of the menu) | ✓ |
Note: seeing a menu entry doesn't always mean you can do everything on that page. For example, a Manager creator sees Interview › Campaigns but only manages the campaigns they created or co-pilot. Each module's documentation gives the exact rules.
Access also depends on your involvement
Besides your access level, OpenAleph checks your relationship to each item:
- Interviews: you see the interviews where you are the interviewee, the interviewer or a cross-reviewer. A manager sees their team members' interviews.
- Feedback 360: reviewers see the feedback they must write; the reviewee and the person in charge see the results according to the campaign settings.
- Campaigns and templates: a Manager creator manages their own campaigns and those where they are a co-pilot. Admins see all of them.
- Profiles: everyone can open a colleague's profile from the org chart. Only the person themself and admins (within their perimeter for Scoped admins) can edit it.
- Content status: a campaign still in draft, a deleted item or a closed interview may be unreachable even with the right level. You then see the Restricted Access page.
Modules depend on your company's plan
Modules are enabled per company. If your company doesn't use a module, it doesn't appear in the menu and its pages show Restricted Access if you open a link to them. Some modules also have optional parts: for example, the Learn Training Plans pages depend on a specific option of the Learn module. Ask your admin if you expect a module and can't see it.
Common questions
How do I know my access level?
Open your profile (avatar at the top right › Profile). Your access level is shown in the Information tab of your profile. For a Scoped admin, a link next to it shows how many members they administer. On the mobile app, go to Profile › Profile details › General information and look at Access level.
Who can change my access level?
Only an Admin or a Super admin. A Scoped admin can't change access levels. Ask your HR admin if you need more rights (for example to create campaigns as a Manager creator). The procedure is described in Edit, deactivate and restore members.
I'm a manager but I don't see "Team Interviews" or the Team Dashboard.
Your access level may still be Employee. Being set as someone's manager on their profile requires the Manager level or above. Ask your admin to check your access level.
Can an Employee create a campaign?
No. Creating interview, feedback or survey campaigns and templates requires Manager creator or above.
What is the difference between Admin and Super admin?
Both can administer the whole company. Super admin is set up by OpenAleph and can't be granted from the app: in the Access level list, Super admins see a Super admin option, but saving it is refused ("access_level super_admin cannot be assigned"). Admin is the highest level you can give, and most companies only need Admins.
Still stuck?
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