Team and roles

A role is a named set of rights. The rights are the actions Talemo allows, such as seeing the balance, booking a visit or removing a person. Roles are shown and changed in Roles and access in settings. Resource roles of the industry kit, such as a master, are a different thing and are not covered here.

The Owner and the roles of an organization

Roles belong to the organization: the name, the rights and the closed fields are its data, not a list set by Talemo. One role works in all businesses of the organization. The name of a role is anything from 1 to 60 characters, and it is unique in the organization: capital and small letters are not told apart.

• Owner is built into every organization. The Owner holds it whole, in all its businesses, and sees and changes everything: money, team, rights, closing and restoring businesses. Only an owner makes someone an owner (see Handing over ownership). Eight actions belong to the Owner alone and cannot be put into a role: changing and deleting the organization, creating, closing and restoring businesses, managing the payment, installing industry kits and handing over ownership.
• Other roles are created by the organization itself. A new organization has the Owner only, and while there are no other roles there is nothing to give in the team: the Invite window on the People and invitations page offers the ready-made roles of Talemo instead of the email, each with an Add button, and after it the window goes on to the invitation. The ready-made roles are templates: for another one, the link Create a role under them opens Roles and access with the new role form open, and you choose its name and rights. Whoever does not create roles has no Invite button: the line "To invite a person you need a role" stands in its place. In an organization where administrators and accountants already worked, they stayed as roles of the organization with their former name and rights.

The Owner and a role of the organization that includes the right, given to the whole organization, may create, change and remove roles. A person does it in Talemo, or their assistant at their word. Access keys and connected programs neither read nor change roles.

The Roles and access page

On the left are the Owner and the roles of the organization, each with the number of people who hold it; on the right is the card of the chosen role. On a narrow screen the list is a row above the card. The card gathers the rights in sections such as Money, Team, Calendar and Contacts, and shows the reach of each right: all, own or none. "Own" means only what belongs to the person, for example their own keys and the programs they connected. Closed fields are the ones the role neither sees nor changes, such as a phone or a price.

• Create manually starts a new role From scratch (it has no rights at all) or From a role (with the rights of another role of the organization). Name the role, mark its rights and press Create role. The role appears in all businesses of the organization and is given to nobody yet: it is given in an invitation or in a person's row.
• Create with the assistant puts a request into the conversation; what happens next is below.
• Ready-made roles are a group of the list under the roles of the organization: Administrator, Accountant and the role of an installed kit, such as Master ("From the kit Client booking"). Until they are added they are Talemo's blanks, not roles of the organization, and are given to nobody. The card of a blank shows the same sections for viewing, and Add role makes a role of the organization with those rights and the name of the blank; the name of the Master is a word of the industry of the business: Master, Trainer, Teacher, Artist or Specialist. A role is added only within your own rights, like any new role: an Accountant does not add the Administrator. An added role is an ordinary one: it is changed and removed, and the blank does not change with it and is not linked to the copy. If the organization already has a role of that name (capital and small letters are not told apart), the row says added and Open role stands instead of Add role and the line "The "Master" role is already in your organization. Open it to give it to someone or change it"; rename the role and the blank is offered again. In an organization with no roles the first ready-made one is open.
• Change opens the name, the rights and the closed fields; Save applies the change at once to everyone who holds the role, in all businesses of the organization.
• The … menu of a role has Make a copy (a new role with the same rights) and Delete role…. If people or waiting invitations hold the role, Talemo asks which role to give them instead, and Replace and delete does it in one action. A deleted role is not brought back, only made again.
• The Owner is not changed or given, and its eight rights are not put into a role.

A new right of Talemo

When Talemo gets a new right, it does not get into a role of the organization on its own: only what a person decided to give is given. A role built before it gets an orange dot in the list and a strip above the sections of the card: "Talemo now has a new right. The role doesn't have it — it doesn't get into the role on its own. Add it?". Add puts the right into the role in its narrowest form, "own" where there is such a reach; No need leaves the role as it is, and Talemo does not ask about these rights again. Rights that only the Owner holds are not offered: the Owner gets new rights by itself. Roles built before Talemo began to remember which rights they saw show nothing new until they are saved for the first time.

Roles with the assistant

The assistant of an employee can read the roles of the organization and, at a person's request, make, change or remove a role. It changes nothing itself: it first shows a card with the name of the role, what will be added and removed and for how many people it takes effect, and for a deletion also who gets the role instead, and the role changes only when the person presses Allow; a deletion is asked twice. The card is in the conversation, in "Waiting for you" and in the app, and a waiting role is also seen on the Roles and access page as a draft: only what differs from the role it is compared with. The assistant cannot give a role more than the person who asked holds, or more than the assistant itself is allowed in this conversation. It can start a role from a ready-made role of Talemo: talemo_list_roles returns them in ready — the Administrator and the Accountant, and the Master where the Client booking kit is installed. It cannot give a role to people: a person does that, in an invitation or in a person's row.

One role in a business

A person has one role in a business. It works in all branches, future ones too, or in a list of branches: someone limited to one branch does not see the visits of another. The owner and an outside accountant hold the whole organization, and their role is not changed in a business team.

People and invitations

Settings → People and invitations lists who works in the business, with their role, where it applies and when they were last seen. A person is added by an invitation (see Invitations).

• Change a role: open the person's row and choose a role of the organization and where it works. The list has every role of the organization, but a role wider than your rights is a grey row with the reason and cannot be chosen.
• Remove from the business: the person loses access at once, their access keys stop working and the programs they connected are disconnected from this business. Their other businesses stay as they are.

Only your own can be given: a role within your own rights, reach, closed fields and branches. Nobody is made an owner on a business, and a person who can do more than you cannot be changed. A person cannot change their own role or remove themselves here.

Changing and removing a role

A change to a role works from the next request, and nobody has to sign in again. That covers the person, their access keys and the programs they connected: a key always works with the rights its maker has now.

• Only what you have yourself can be put into a role, and only a role no wider than your rights can be changed. “Have” here means across the whole organization, through your role of the organization: a right given to you in one business only doesn’t count, because a role works in every business. The role you hold yourself can be neither changed nor removed.
• A role held by people or by waiting invitations is not removed until another role of the organization is named for them: the people and the waiting invitations move to it at the same moment, and the rights of these people change from their next request. Talemo says how many people and invitations hold the role.
• A role given on a business does not carry rights of the organization level: a person whose role of that kind includes the right to create roles still gets a refusal. These rights work only in a role given to the whole organization.
• The name of a role is not in the Talemo log: the log names a role by its number.

The online admin as a member

The online admin is a member of the business with rights of its own. The owner and the people whose role gives this right for the whole business give them, no wider than their own. Settings → Phone and messengers → What it may do shows three groups: what it does By itself, what it Asks you first and what it does Never (keys, channels, rights, money and team). A daily spending limit in dollars is shown with them, and the rights can apply to all branches or to some.

Give the rights and Take the rights back are done by a person. Until rights are given, the online admin answers no one. If the person who gave them leaves the team, the rights stay; they are taken back separately. A connected program reads this with talemo_get_agent_grant and key online_admin, and cannot change it. The daily limit comes in dollars as daily_usd, beside daily_credits, where a credit is one cent.