The roles in flowit follow a clearly defined governance logic.
Operational usage, leadership responsibility, HR control, and system architecture are deliberately separated.
Core principle: Access and editing rights strictly follow the organizational structure.
Below is the consolidated and streamlined overview of all roles.
Employee (Standard Role)
Character: Purely operational usage.
Automatically assigned if no additional role is granted.
Access
• Own reviews
• Own evaluations
• Own feedback
• OKRs according to defined visibility
• Team goals and team members
Editing
• Complete own reviews
• Give and request feedback
No access to
• Survey results
• Team data outside own visibility scope
• Structure or admin area
• Reviews of other individuals
Team Lead
Character: Leadership responsibility at team level.
Access is based on the organizational structure. Team leads see their team including subteams.
Access
• All reviews within own team including subteams
• Team-related surveys
• Team dashboards (if activated)
• OKRs within own structure
Note: Survey data is displayed once at least 5 participants have completed the survey.
Editing
• Create and manage reviews for own team
• Manage surveys at team level
No access to
• Other teams
• Structure or admin area
No company-wide system authority.
Department Lead (Higher-Level Team)
Character: Leadership responsibility at department or division level.
Technically identical to Team Lead, but at a higher hierarchical level.
Access
• Reviews of the entire department
• All subteams within the department
• Department dashboards (if activated)
• Department surveys
• OKRs of own department
Editing
• Department-level reviews
• Surveys within the department
No access to
• Other departments
• Structure or admin area
No company-wide system authority.
HR Admin
Character: HR governance within the review context, without structural system control.
Access
• Reviews within own area of responsibility
• Global review overview in the Insights module
• Group manager overview (no access to existing reviews)
• Automations within review context
• OKRs of own teams
• Surveys of own teams
Editing
• Reviews within own area of responsibility
• Company-wide automations
• Full management of review templates
• Manage global reviews in the Insights module
No rights in
• Structure management
• Admin area
• Company-wide surveys
• Company-wide OKR overview
Core difference from Customer Admin:
No structural authority and no full system control.
Reviews Admin
Character: Operational review responsibility without HR or system authority.
Functionally active in the review area, but more limited than HR Admin.
Access
• Reviews within own context
• Group manager overview (no access to existing reviews)
• Automations in review context
Editing
• Create and manage reviews
• Manage automations
No access to
• Review templates
• Global review transparency
• Structure or admin functions
Difference from HR Admin:
No access to templates and no global review visibility.
Customer Admin
Character: Full system and structural responsibility.
The only role with access to the entire admin area.
Access
• All company-wide reviews
• All surveys
• All survey and review dashboards
• All OKRs
• Admin area including:
– Complete organizational structure (employees, teams, evaluation pairs)
– All evaluations
• All cards
• All settings and company profile
Editing
• Reviews, group manager, automations, and templates in review context
• Company-wide surveys
• Company-level OKRs
• OKR deletion (exclusive)
• Reset evaluations
• Administer employees, teams, and structure
• Manage settings and company profile
• Create and edit custom cards
Exclusive:
Only the Customer Admin carries full governance and administrative responsibility.
Insights Role
Character: Analytics and transparency role without operational or structural system authority.
Access must be explicitly assigned as a separate user right.
Access
• KPI dashboard (employees, teams, evaluations, meetings, feedback, surveys)
• Detailed survey analytics
• Aggregated review statistics
• Card statistics
• All available insights dashboards
No access to
• Individual reviews or feedback
• Structure management
• Admin area
• Operational editing functions
Individual AI Dashboard Rights
Dashboard access can be granted separately from roles.
Options
• Access to survey dashboards
• Access to review dashboards
• Combination of both
These rights can be combined with existing roles (e.g., Team Lead, HR Admin, Customer Admin).
Important:
Dashboard access does not automatically grant access to individual reviews.
Governance Logic Based on Organizational Structure
flowit strictly follows the team and hierarchy structure.
Core principle
• Access follows organizational assignment
• Subteams are automatically included
• Higher hierarchy levels see broader units
• System-wide visibility is exclusively possible through Customer Admin
Example
Team Lead → own team
Department Lead → entire department
Customer Admin → entire company
Governance Logic at a Glance
Operational usage → Employee
Team responsibility → Team Lead
Operational review responsibility → HR Admin / Reviews Admin
System architecture & overall governance → Customer Admin
The clear separation prevents concentration of power and enables professional HR and leadership processes.
Role Combination
In principle, all roles can be combined. One person may hold multiple roles simultaneously if organizationally appropriate.
Important when assigning roles:
Always carefully evaluate which rights and visibility come with a role. Roles are not merely titles — they define concrete access and editing permissions. Each additional role expands the scope of access accordingly.
Recommendation for combining roles:
• Clarify the actual professional responsibility before assignment
• Assess which data becomes visible
• Intentionally allow or avoid overlaps
• Consider company governance principles
Role Assignment Logic
Character: Technical distinction between automatically assigned roles, structure-based leadership functions, and explicitly assigned additional roles.
Automatic assignment
• Employee is automatically assigned by the system
• No selection required in user profile
• Remains active even if additional roles are assigned
Structure-based function
• Team Lead is defined through team structure, not in the profile
• Department Lead is technically identical to Team Lead at a higher hierarchy level
• Visibility results from team and subteam assignment
Explicitly assigned in user profile
• HR Admin
• Reviews Admin
• Customer Admin
• Insights Role
Important:
Only HR Admin, Reviews Admin, Customer Admin, and Insights Role are actively assigned in the user profile. Team and Department leadership arise exclusively through the organizational structure.