In flowit, different roles and permissions help manage access and responsibilities efficiently. This guide gives you an overview of the available roles, when to use them, and why they are important for your organization. 👥🔐
👤 Employee (Default Role)
When to use:
Automatically assigned when a person is added without any specific role.
Why it’s useful:
No additional setup needed for standard users. Ideal for team members who don’t require special access or editing rights.
Employees can view and complete their own evaluations, access and submit their own reviews, and manage their own feedback. They can also request or provide feedback to other colleagues. However, they do not have access to surveys or administrative rights. OKR visibility depends on system-level visibility settings.
👩💼 Customer Admin & HR Admin
When to use:
Assign only to users who actively manage the flowit instance.
Why it’s useful:
Grants full access to view and edit across the entire system. Perfect for administrative tasks like managing people, settings, and organizational structures.
Customer Admins can access all evaluations within the admin section. They are able to reset evaluations, pair evaluators, create and edit competency cards, and configure evaluation settings such as timeframes. In addition, they have full visibility into all company-wide reviews and the AI dashboard, and they can create and manage reviews and surveys across the entire organization. They can also request and give feedback for any employee.
HR Admins, on the other hand, have more limited rights. They can edit review templates but do not have special access to evaluations, feedback, or survey results.
📝 Reviews Admin
When to use:
Assign only to users responsible for managing reviews within the platform.
Why it’s useful:
Allows the creation and editing of reviews from scratch. Essential for ensuring smooth feedback processes.
📊 Insights Access
When to use:
Ideal when someone needs full visibility into flowit’s AI-powered dashboards without being an admin.
Why it’s useful:
Provides read-only access to all dashboards related to surveys and reviews. Enables data-driven decisions without granting unnecessary admin privileges.
This role also includes access to card statistics and a complete overview of ongoing and completed evaluations across the company.
👨👩👧👦 Team Lead Visibility
When to use:
Automatically enabled for team leads when survey participation includes at least 5 team members.
Why it’s useful:
Team leads see data only for their own team and sub-teams. Ensures focused and relevant insights while maintaining privacy.
Team Leads in flowit can complete their own evaluations, view all ongoing and completed reviews within their team, and access the AI dashboard (if enabled). They can create and manage reviews for their team, manage team-level surveys, and both give and request feedback for any employee.
🏢 Extended Roles: Department Leads, HR Business Partners & HR Consultants
Department Leads (with a flowit role as team lead of a higher-level team) have broader visibility across their department and all subteams. They can perform their own evaluations, see all reviews within their department, access the AI dashboard (if enabled), manage reviews and surveys, and give or request feedback for any employee.
HR Business Partners are treated hierarchically like Department Leads. Although they do not hold a specific flowit role, they are granted the same level of access and permissions. However, their responsibilities may differ depending on organizational setup.
HR Consultants are structured like Team Leads. They can view and manage reviews within their team, access the team-specific AI dashboard, manage surveys, and provide or request feedback.
🔑 Individual Access Rights for AI Dashboards
When to use:
Use when administrators want to grant access to AI dashboards more selectively, separated by surveys and reviews.
Why it’s useful:
Previously, AI dashboards could only be shared via roles like Insights or Customer Admin, which automatically granted access to all survey and review dashboards as well as individual reviews. This created several challenges:
No separate access possible (users could not be restricted to only survey or only review dashboards).
Too much transparency (access to dashboards also meant access to individual reviews).
With the new feature, administrators can define more precisely which type of dashboard a person should have access to:
Survey Dashboards Access: Users see all survey dashboards without automatically seeing review dashboards or individual reviews.
Review Dashboards Access: Users see all review dashboards without automatically seeing survey dashboards or individual reviews.
Flexible Combination: These rights can be combined with existing roles (e.g., Team Lead, Insights, Customer Admin).
Examples:
An HR analyst should be able to view all survey dashboards without accessing personal reviews.
A leadership development specialist should be able to view all review dashboards without accessing survey dashboards or individual reviews.
🚀 Summary
flowit’s roles and permissions are designed to provide just the right amount of access. Whether you're a team member, an admin, or a data analyst, there's a role tailored to your needs. The additional roles described above help ensure that responsibilities and data access are aligned with real-world structures—supporting efficient collaboration and governance across your organization.