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 permission has been granted, HR Admins, HR Managers, Limited Admins, and Read-Only Admins can access 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.
Notes about profile data:
Data displayed on the Overview tab varies based on the viewer’s permissions.
Compensation data displayed in headcount plans is visible to all assigned planning participants, regardless of their assigned role(s) and permissions.
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.
Notes about org chart permissions:
When utilizing time travel, HR Managers and HR Admins with permission to view compensation and/or budgets can do so only within their specified scope as of the current date.
Company Admins and HR Admins can allow all individuals in Built to color code their view of the charts they can access. To do this, click the company name at the top of the main navigation, click Company Settings, then click the Permissions tab. Locate the Org Chart Permissions section and click the Edit button to enable employees to color code the org chart before clicking Save. Color-coding data options vary based on individual permissions.
Scenario Charts
Once a scenario chart is created, adjusting its visibility settings and assigned roles allows the chart’s creator to determine the chart’s accessibility and permissions. While assigned Collaborators and Approvers can also adjust the chart’s visibility settings, only Company Admins, HR Admins, and HR Managers assigned to the chart can configure approval workflows for scenario charts.
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 shareable by enabling link sharing in the visibility settings.
People
Individuals’ data can be managed on the People page. Learn more about editing, importing, and exporting your people list.
Only customers of our Succession Planning module can access the people matrix.
Directory
The Directory page provides access to basic contact information for individuals in Built.
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.
Notes about position management permissions:
HR Admins and HR Managers with permission to view and edit all position budgets can manage all pay grade data and the organization’s pay grades. HR Admins and HR Managers with permission to view and edit position budgets for their subordinates only can view, but not edit, pay grade data for job definitions and positions within their specified scope, but cannot manage the organization’s pay grades or access the Pay Grades table. Limited Admins with permission to view and edit position budgets within their specified scope can view, but not edit, pay grade data for their assigned subordinates’ positions, but cannot manage the organization’s pay grades or access the Pay Grades table.
Recruiting Admins and Asset Admins can view position IDs for the entire organization.
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.
Access to data for positions connected to requisitions is based on the company’s configured org chart permissions and their assigned role permissions.
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 Position Management page and clicking the Job Architecture tab. From the People page, leaders can navigate to the Matrix tab to visualize and compare their organization’s internal talent, better informing workforce planning strategies.
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.
Opportunities
Customers of our Succession Planning module can explore internal mobility opportunities and express job interest on the Opportunities page. A list of people who have expressed job interest will be displayed on the job definition and position page to inform planning.
Company Admins, HR Admins, and HR Managers can view individuals’ expressed interest when viewing a job definition.
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.
Notes about headcount planning permissions:
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. Assigned Planners and Admin + Planners can view, but not edit, their own data within their planning environment.
Limited Admins assigned as Collaborators or Planners can only create new positions from their assigned planning environments in active plans, within their specified scope, once they’ve been granted permission in company settings.
Compensation and budgeting data displayed within a headcount plan are visible to all assigned plan participants. Learn more about managing data options via your headcount plan settings.
Assets
On the Assets page, customers of our Position Management module can assign company assets, such as laptops, cell phones, and tools.
Reports
Company Admins, HR Admins, HR Managers, Limited Admins, and Read-Only Admins can access a number of reports on the Reports page. Available reports vary based on the modules included in your company’s account. Access to certain reports requires granted permissions to view compensation or budgeting data.
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, Read-Only 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: the entire org, only their own subordinates, or subordinates of specified positions. To include others’ subordinates in the Limited Admin’s scope, enter the Managers’ 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, specify whether they can edit their own 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.
Read-Only Admin:
Select which positions and people they can view: the entire org, only their own subordinates, or subordinates of specified positions. To include others’ subordinates in the Read-Only Admin’s scope, enter Managers’ names or titles in the field provided and select them from the list that populates. If the Read-Only Admin can view other people’s subordinates, specify whether they can also view their own 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 specified scope.
If the individual’s scope includes the entire organization, permission to access compensation and budgeting can be scoped to the entire org or limited to their own subordinates.
Click Save.
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.
Notes about managing 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.
Please contact our Customer Success Team for additional assistance.