Admin

Finding it

There is no row called Admin in the sidebar. Its screens are rows of Organisation:

• Structure opens Admin on the organisation's settings. It was called Structure.
• People & access › People opens the register of members.
• People & access › Module access opens the department grants.

The Audit trail is a button at the top of Structure. Plan & billing is in the profile menu at the bottom of the sidebar, for level 4. Review cycles is a row of People › Performance; see Reviews.

Structure

Seven tabs down the left:

• Company Profile. Website, industry, company size, timezone, date format, primary contact email and country. The company name is shown, not edited here. Press Save Changes to keep a change.
• Levels. The career levels the company uses, each with a code, a title, a description and an order. These are separate from the four seat levels that decide access.
• Departments. The departments the company has. They matter beyond an organisation chart, because Module access grants modules to departments. A department Rople creates in every workspace cannot be removed.
• Teams. Teams, their descriptions and their members.
• Competency Framework. What Reviews rates against and what recognition badges map to.
• Recognition Badges. The badges people can give, in groups, each with an emoji, a title, a linked competency and a description.
• Cycles & reviews. The workspace's calendar and the reviews that run on it. See below.

The Company Profile tab also says where the rules went: issue response times, approval limits, collections and alert rules are in Organisation › Rules & Automation. See Organisation.

A workspace admin, an executive or the workspace owner changes the company profile, levels, departments, the competency framework and badges. A manager can create teams and edit the ones they manage.

Cycles & reviews

How the workspace's time is divided, and the performance reviews that run on it. A link straight to it: rople.app/w/admin?screen=settings&section=cycles.

• The calendar. A cycle is monthly, quarterly, half-yearly, yearly or custom dates; The year starts in a month; and Close a cycle for us after (days) says how long after a cycle ends Rople keeps its record if nobody has closed it. A change takes effect from the next cycle.
• Reviews. Run performance reviews on the cycles, on or off. When it is on, Ask the owner says when the workspace owner is asked to start a cycle's review: by the cycle's length, or a set number of days before the end. Make the self-review come first from the day before a cycle ends shows anybody who has not submitted their self-review their review page and nothing else until they have.
• Coming up. The cycle running now and the next, each with Edit dates.

These can be set before the cycles are switched on. Press Save cycle settings; the tab saves on its own, apart from the page's Save Changes. An workspace admin changes them; everybody else who can open Admin can read them. What happens inside a cycle is in Cycles.

People

Level 4 or a workspace admin. Every member of the workspace in one table: user, email, job title, department, role, admin roles, who they report to, their direct reports, status and when they joined. The owner or a workspace admin changes these in the row; the changes wait until they press Save changes, or Discard. Filter by role, department and status (On the register, Invited, not accepted).

Five tabs sit above the table: Team members, Roles, Invites, Invite code, and Former members.

Somebody who belongs to this workspace and also to another one is listed here whichever they are in. While they are in the other one their row says In another workspace right now: their role, admin roles, department and manager here can still be changed, and their job title waits until they are back, because it is kept on their profile.

Roles

Each person has a Role and Admin roles, and both belong to this workspace: somebody can be a manager here and a team member somewhere else.

The role is their level, which is how far they see:

• Team member (level 1): their own work.
• Team lead (level 2): their own and their team's.
• Manager (level 3): their department's work, and the company's readings — Finance, Intelligence, Talent and People analytics.
• Executive (level 4): the whole company's work and readings.

CEO / Head of business is an Executive who runs the business, and it is the only role that opens Your business day. It is given by job title: choose CEO / Head of business, first in every Job title list, then Save changes. The Role column then reads CEO / Head of business. More than one person can hold it, and the owner can hold it too. Giving them any other title ends the headship and leaves them an Executive. It is not offered on an invitation, because it is given to somebody already in the workspace.

Admin roles are powers that work at any level:

• Workspace admin sets up the workspace: Structure, People, Module access, structure, rules, master data and invitations. Not reviews, pay or the books.
• HR admin sees everybody's private records: reviews with named 360s, improvement plans, talent and succession, and pay. Not settings or the books.
• Finance admin sees the company's money at any level: Finance's position, margin, cash forecast, cash book, every engagement and the payroll total. Not people's records.

Only the owner ticks admin roles; everybody else sees them as labels. The owner holds all three and level 4, and that changes only by transferring ownership. Changing somebody's role does not change admin roles the owner has set. If the owner has never set them, they follow the role, but only the owner's changes can add one.

Job titles

A job title is chosen from the workspace's roles and the titles people already hold, so one title is written one way. Create new… at the bottom of the list adds one, and it is offered on every other row straight away. Manage titles… renames a title for everybody who holds it, or deletes it and takes it off them. CEO / Head of business is built in and cannot be renamed or deleted.

Roles

Roles lists the roles the workspace hires into: a job title, the level it starts at, and the department it is filed in. The roles you chose when you set up the workspace are here from the first day, before anybody holds them. Each row says how many people hold the role and has its own invite code: Make invite code creates one, and Copy invitation copies a message with a link to the sign-in page, the code already filled in. Somebody who joins with it arrives with the role's title, level and department. + New role adds one; Edit changes its title, level or department, and a new title is given to everybody who holds the old one; Remove takes the role away but leaves people's titles alone, and its codes keep their level and department without giving a title. CEO / Head of business cannot be a role: it is given on a person's job title.

Inviting people

Invite people at the top of the screen invites somebody by email address, and emails them the invitation: it comes from your workspace, via Rople, says who invited them and the role, level and department they will join with, and its button opens the sign-in page with the invitation in it. Replies go to you. Pick one of the workspace's Roles and the level and department are filled in from it, and the person joins with its job title; or choose the level — Team member, Team lead, Manager or Executive — and, if you like, the department they are filed in when they accept. A Team lead invited by email joins as a Manager. If the email cannot be sent, the screen says so and gives you the link to send yourself. Resend invite on an invitation not yet accepted emails it again, with a fresh link.

Invite code is one code the whole company can use to join, twelve letters and numbers like K7QX-2M9P-XF3D. The invitation you copy links straight to the sign-in page with the code filled in, so people sign in or create their account there and join; somebody already signed in goes straight on to join. People who only have the code type it under Create account › Invite code; it reads the same however it is typed. Give it a role, which fills in its level and department, or choose those yourself; a private label; and if you like a maximum number of uses, an expiry date and a required email domain. Copy code copies the code; Copy invitation copies the message with the link. Every use is recorded. One code per department is the simplest way to have everybody arrive filed. A link made before codes keeps working until you press Switch to a code.

The department is chosen by whoever invites, never by the person joining: in a focused workspace the department is what opens the trade modules. Somebody who joins in no department shows up under Not in a department in the Department filter, a banner at the top of the register counts them, and the owner and workspace admins are told the next morning.

When somebody leaves

Remove on their row opens a sheet that asks why they are leaving, adds an optional note for the record, and asks Who takes over their work? It shows what will move to that person before anything happens. Then choose:

• Remove from this workspace. Their Rople account stays; they can be invited back, and keep any other workspace they belong to.
• Remove and close their account. They can no longer sign in. Their records are kept for audit. This is not offered when they also belong to another workspace.

Their open work moves to the person you chose: tasks, objectives, leads, clients, projects, workflow steps, issues, quotes, risks, meetings they were to run, and the website forms that sent them leads. Workflow steps set to them now go to that person. If that person's department cannot open a module the work lives in, the sheet says so before anything moves — choose somebody else, or grant the module first. The person taking over is told in Rople and by email, and finds everything under Handed over to you in My work.

Nothing they worked on is deleted. Former members keeps the trail of who has left, why, and what moved, for workspace admins and the owner.

Module access

Level 4 or a workspace admin. Module access decides which departments see which modules. A role says what somebody may do; a department says what they may see.

Departments and their roles. Each department is listed with the roles filed in it and the modules it is ticked for, so you can see what somebody invited into a role will see. A role in no department is pointed out, because in a focused workspace the people invited into it see no trade module until they are filed. Roles are edited under People & access › Roles.

Open or focused. An open workspace shows every module to everybody their level admits until you tick a department against it. A focused workspace keeps the trade modules — Leads & pipeline, Offerings, Accounts, Engagements, Projects, Workflows and Payables — closed until you tick a department, so each team sees its own work. Workspaces made through sign-up start focused, with your industry pack's departments ticked. To switch an existing workspace, open Organisation › People & access › Module access, press Review the recommended ticks, change anything you want, and press Switch on focus by default. You can switch back to open at any time; the ticks you saved stay and keep restricting the modules they name.

Who sees what in a focused workspace. Team members, team leads and managers see the trade modules their department is ticked for. Executives (level 4) and workspace admins see every module, whatever is ticked. Somebody in no department sees no trade module until you file them under People. Home, My work, Goals, Feedback, Reviews, Recognition, Development and My requests are everybody's, and Finance and Intelligence keep the levels and admin roles that read them. To open a trade module to everybody, press Open to everybody on its row.

Parts of a module. Some modules have parts you can give to departments on their own: Finance's Billing, Collections, Cost & margin, Cash forecast and Accounts; Growth's Proposals, Campaigns and Partners; each Intelligence reading; Admin's Rules and Master data. A part with nothing ticked follows its module. Tick departments against it and only they see it, on top of the module's own rule — so Billing can go to Client Accounts while Cost & margin stays with Finance. The part is closed everywhere, not only in the sidebar: its tab, its page, search and the data behind them.

In an open workspace a ticked module is restricted for everybody, executives included: somebody outside the ticked departments loses it whatever their level.

Before your first restriction, check the warning at the top: a person in no department loses every module you restrict, because being unfiled is not the same as being allowed. Give them a department on People first.

Who can change it: an executive (level 4), a workspace admin, or the owner. Saving Structure never changes it.

Client money

The Client money card at the top of Module access decides who sees what clients pay: deal values on leads, contract values, instalments and what each client still owes, invoices and receipts, subscription prices, the revenue sold against a project, a client's value and their revenue targets.

It is off to begin with, and everybody who can open a record sees its money. Tick Keep client money to fewer seats and choose who still sees it: Managers and up (the default), Team leads and up or Executives only. The owner, workspace admins and finance admins always see it. A Team seat never does.

Everybody else keeps working the same records: the lead and its stage, the engagement and its plan, the project and its milestones, the subscription and its renewal date. Where an amount would be, they see ₦•••. Rople leaves the amounts out of what it sends them, so they are not merely hidden on the screen. For them:

• Finance, Proposals, and Intelligence's Business position, Cycles, Clients and Forecasts are closed. Operations, Alerts and Process analysis stay open.
• An engagement's Billing section, recording a payment, and an account's revenue target are not shown.
• Forms leave the value fields out. Saving a lead, a client or a subscription never changes an amount they were not shown, and renewing a subscription renews it at its current price, unpaid, for somebody who sees money to record the payment.
• Amounts in My work, alerts, the module overviews and the thread read as ₦•••.
• In a workspace that keeps client money to fewer seats, instalment, renewal and default notices say what is due and from whom, without the amount.

The card is changed by the owner or a workspace admin, and applies from everybody's next page.

Audit trail

Every settings change, user update and data export, with when it happened, the action, the entity, who did it and the address it came from. Filter by entity type, action and user. It is the screen that answers "who changed this". Open it with Audit trail at the top of Structure; it is open to everybody who can open Admin.

Plan & billing

Level 4, from the profile menu. The Rople plan the workspace pays for, where a plan is chosen, renewed or changed, and Invoices: the invoices Rople sends you, with every payment once it is confirmed. Only the workspace owner can complete a payment; it is taken on Squad, and Rople does not see or keep card details.

Full seats and Team seats. On Starter, Pro and Custom you pay for two kinds of seat, and Rople decides which each person is from their role. Nobody sets it by hand.

• Team seat: a team member (level 1). They work their own leads (the ones they are given, add or import), their own tasks, goals and reviews, and read Knowledge and Offerings. They cannot see other people's leads, hand leads out, export, or open Finance, Accounts, Talent or Intelligence.
• Full seat: team leads, managers and executives (level 2 and up), and the owner. Also a level-1 person who holds an admin role (Workspace, HR or Finance admin) or has people reporting to them.

The seat follows the person, not their department. Granting a department Accounts, Finance or Procurement on Module access does not change anybody's seat, and a team member there still opens only what a Team seat can. To give one of them that access, make them a team lead (level 2) or give them an admin role; they then become a full seat.

Moving somebody up to a full seat applies at once, and People shows the price before you save. Moving somebody down applies from the next payment, which is already at the Team price; during a trial, or with no paid period running, it applies at once. On Free, everybody is a full seat.

How it connects

• Departments set here are what Module access grants against.
• Levels and the competency framework are what Talent and Reviews use.
• Badges are what Recognition offers.
• The reporting line is what Manager Cockpit and notification routing read.
• The cycles are what Cycles and Reviews run on.

Common questions

Somebody cannot see a module they should. Check three things: their role on People, their department, and on Module access whether the workspace is focused and which departments the module (or the part of it) is ticked for.

Can a manager change somebody's role? Not unless the owner made them a workspace admin. People is level 4 or a workspace admin, and the server refuses the change as well as hiding the screen. Admin roles are the owner's alone.

What happens to somebody's records when they leave? They stay with the workspace, and their open work moves to the person you chose. Removing a person removes their access.

Where do I make the invite code? On People, under Invite code.

Where are approvals and client care now? In Organisation › Rules & automation. Old links to them in Structure open that page.