How to Restrict What Team Members Can and Can't See

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👤 Assigning Systems to Team Members

Each system or policy can have individual team members assigned to it. Depending on the user’s permission level, they may only be able to view systems that have been assigned to them directly.

🛠️ Steps to Assign Systems Directly

1. Open the relevant system or policy.
2. Click Edit.
3. Locate the Assigned Team Members section.
4. Add the relevant users.

👥 Using Roles to Manage Access More Efficiently

Instead of assigning systems individually to each person, a more scalable approach is to assign systems to roles or departments.

🏢 Example Roles & Departments

• Accounting & Finance
• Marketing
• Operations
• HR

You can also create more specific roles, such as:

• Google Ads Specialist
• Sales Manager
• Customer Support Lead

❓ Why Use Roles?

Using roles makes managing access much easier when team members join or leave the business.

Example: If a finance team member resigns, you won’t need to manually reassign every finance, related system. You simply assign the new team member to the Accounting & Finance role, and they’ll automatically gain access to all systems linked to that role.

🏗️ Creating and Assigning Roles

1. Navigate to the Roles section.
2. Click Create New Role.
3. Name the role or department.
4. Assign relevant systems to that role.

📎 Assigning Roles to Team Members

1. Go to Team Members.
2. Select the user.
3. Click Edit.
4. Add the appropriate role(s).
5. Click Save changes.

Once assigned, the user will automatically gain access to all systems connected to that role.

📊 Understanding User Permission Levels

systemHUB includes four user permission types:

• Admin
• Editor
• Contributor
• Reader

You can view the permissions for each level under the Permissions tab.

⚠️ Important Note: Admins and Editors generally have access to all systems. Permissions based on assigned roles and systems mainly apply to Readers and Contributors.

• Example: A Reader assigned to the Accounting & Finance role will only see systems linked to that role, though they may also see systems they’ve been individually assigned to.

🧪 Testing and Customising Permissions

👁️ Viewing the Account as a Team Member

You can log in as a team member to verify:

• What systems they can access
• What actions they can perform
• Whether permissions are working correctly

This is a useful way to test and confirm access restrictions.

⚙️ Customising Permission Levels

The default permission settings can also be customised. You can enable or disable specific actions, restrict certain capabilities for each user level, and tailor permissions to suit your organisation’s needs.

1. Open the Permissions settings.
2. Review the available options.
3. Check or uncheck permissions as required.

🚀 Summary for Best Practice

Permissions in systemHUB are controlled through a combination of assigned systems, assigned roles, and user permission levels. For the most efficient setup, we recommend:

• Assigning systems to roles or departments
• Assigning team members to those roles
• Using Reader or Contributor permissions where restricted access is required

🎉 You're All Set!

If you have any questions, feel free to reach out to the systemHUB support team.