This article will help you understand user roles and privileges and how to manage permissions in Built.
Role Summary
In Built, a person’s level of access is primarily determined by their user role. Individuals can also be invited to participate in certain planning activities.
Default Roles
Everyone in Built will be automatically granted one of the following roles.
Company and HR Admins can adjust org chart permissions to control which people and positions are visible in Built or to enable exporting for all users. If employees are restricted to viewing only their own profiles, Managers will not be able to see their subordinates’ information.
General Admin Roles
Additional access can be granted by assigning one of the following roles, listed in order of least to greatest privilege.
Specialized Admin Roles
For customers of our Position Management module, these additional roles can be assigned to grant administrative permissions within specific features.
Permissions
The sections below detail role permissions for each feature or module accessible from Built’s main navigation.
Items marked with an asterisk (*) have access restrictions based on compensation and/or budget permissions. When the permission has been granted, HR Admins, HR Managers, and Limited Admins can view compensation and/or budgeting data only within their specified scope. Learn more about assigning or editing a person’s admin permissions.
Company Settings
Company Admins and HR Admins can access company settings by clicking the company name at the top of the main navigation and then clicking Company Settings. The tabs at the top of the page provide access to settings such as the company’s language, currency, locations, fields, permissions, and integrations.
Profiles
Individuals can access their own information by clicking My Profile or, if permitted, locate other profiles by entering a person’s name or title in the field at the top of the main navigation.
Data displayed on the Overview tab varies based on the viewer’s permissions.
Reports
Company Admins, HR Admins, and HR Managers can access a number of reports on the Reports page. Available reports vary based on the modules included in your company’s account.
Recruiting
Customers of our Position Management module can create and manage requisitions on the Recruiting page. Access to requisition data is based on an individual’s user role in Built and whether they’re assigned as an Approver, Approval Notification Recipient, or Recruiter.
Org Chart
On the Org Chart page, individuals can access charts and lists they’re permitted to view by clicking the chart dropdown in the upper left corner. Anyone can view the official chart within the limitations of their role privileges and the company’s org chart permissions. When viewing a chart or list, available data options vary based on individual permissions.
Scenario Charts
Once a scenario chart is created, adjusting its visibility settings allows the chart’s creator to determine whether the chart is accessible to everyone or only to Collaborators assigned to the chart. While assigned Collaborators can also adjust the chart’s visibility settings, only HR Managers, HR Admins, and Company Admins assigned to the chart can configure Approvers for a scenario chart.
Assigned Approvers are also granted Collaborator permissions.
Lists
A list’s creator or assigned Collaborators can adjust its visibility, allowing access to either everyone or only assigned Collaborators.
A scenario chart or list can also be made sharable by enabling link sharing in the visibility settings.
Directory
The Directory page provides access to basic contact information for individuals in Built.
Assets
On the Assets page, customers of our Position Management module can assign company assets such as laptops, cell phones, and tools.
People
Individuals’ data can be managed on the People page. Learn more about editing, importing, and exporting your people list.
Position Management
Customers of our Position Management module can manage positions, job architecture, and funding sources, as well as view position insights. Learn more about utilizing your position data.
By default, only Company Admins can manage pay grades. HR Admins and HR Managers with permission to manage compensation for everyone in the organization can also manage pay grades.
Succession Planning
Customers of our Succession Planning module can create and manage succession plans, utilize key insights, and more. Job families, job definitions, and career ladders can be managed by navigating to the Positions page and clicking the Job Architecture tab.
A Company Admin or HR Admin can allow Managers to view and edit plans for their subordinates by navigating to the Succession Planning page, clicking the Settings tab, and then selecting the appropriate checkbox.
Headcount Planning
Customers of the Headcount Planning module can create and manage headcount plans across their organization. By default, only Company Admins and HR Admins can access the Headcount Planning module. Other individuals must be invited to participate in headcount planning, and their access is based on their assigned role within the headcount plan rather than their user role within the company settings. Anyone with an active position on your official chart can be added as a participant on a plan and assigned one of the following headcount planning roles: Admin, Planner, or Admin + Planner. Additionally, within each planning environment in a headcount plan, one or more Collaborators can be invited to assist in planning activities.
If a Planner or Admin + Planner holds multiple positions on the official chart, a planning environment will only be created for their primary position. Planning environments are nested in the headcount plan based on the official org chart hierarchy.
Opportunities
Customers of our Succession Planning module can explore internal mobility opportunities by searching or browsing jobs on the Opportunities page.
Company Admins, HR Admins, and HR Managers can view individuals’ expressed interest when viewing a job definition.
Managing Permissions in Built
To assign admin permissions:
Only Company Admins can assign and edit permissions for all admin roles. HR Admins can only manage permissions for HR Managers, Limited Admins, Asset Admins, and Recruiting Admins.
Click your company name at the top of the main navigation, then click Company Settings.
Click the Permissions tab.
Locate the role you’d like to assign.
Click the Add button.
Enter a person’s name or title and select the individual from the list that populates.
Optionally grant additional permissions for the following roles:
HR Admin or HR Manager:
•Use the checkbox to confirm if the individual can view and edit compensation and select the appropriate scope, all people in the organization or only their subordinates.
•Use the checkbox to confirm if the individual can view and edit position budgets and select the appropriate scope, all people in the organization or only their subordinates.
Limited Admin:
•Select which positions and people they can edit: only their own subordinates or subordinates of specified positions. To specify the Limited Admin’s scope, enter individuals’ names or titles in the field provided and select them from the list that populates. If the Limited Admin can view and edit others’ subordinates, ensure you specify whether or not they can edit their own subordinates by including or excluding them from the list.
•Use the checkboxes to confirm if the individual can view and edit compensation, manage position budgets, and/or add and remove positions within their scope.
Click Save.
Notes about assigning permissions:
•A currency icon next to a person’s name indicates the individual has permission to manage compensation and/or position budgets.
•HR Admins and HR Managers who can manage compensation/budgeting data within a limited scope must receive a Company Admin’s approval before accessing compensation/budgeting data for newly added subordinates.
To edit or remove a person’s admin permissions:
Navigate to Company Settings > Permissions.
Click the dropdown next to the person’s name.
Click the appropriate option:
•Edit: Modify the individual’s permissions as needed, then click Save.
•Remove: To revoke the person’s admin privileges, click Remove, then click the Remove button to confirm this action.
Please contact our Customer Success Team for additional assistance.