How to delegate your workspace and keep control
· 6 min read
As an owner, you should not have to do everything yourself, nor hand everyone the keys. Aioneprod lets you give each person exactly the access their job needs, and take it back in a click.
Pick a role for each person
Every member of a workspace has a role. From most to least:
- Owner: everything, including members, sharing and the workspace’s settings. There is always at least one; the app makes sure of it.
- Creator: builds. Opens businesses, adds apps, shapes tables, forms and sites, and publishes them.
- Editor: does the daily work, adding and changing records, sales, tickets and documents.
- Commenter: reads and comments.
- Viewer: reads only.
Giving people access stays with owners: a creator builds, but cannot invite members or share a business.
Invite your team
In the workspace’s settings, under Members, invite people by email with their role. They join once they accept the invitation from their notifications or home page; until then, they see nothing.
Group people into teams
Teams save you from setting each person one by one. Give a team a role on a business, or on one of its apps, and everyone in it gets that access. Take someone off the team and their access goes with them.
Open one business or one app to the right person
A role is not all or nothing. In a business’s or an app’s Access settings, give someone a role of their own there:
- Your accountant: editor of Accounting alone.
- A store manager: creator of the store’s business, a viewer everywhere else.
- A contractor: editor of one business’s CRM, with no role in the rest of the workspace.
Mark a business or an app as restricted, and only the people you name get in.
Decide who does what in each app
Some abilities belong to an app: closing the books, approving time off, seeing every CRM record, managing the register. Each follows the roles, and the Roles table in the workspace’s settings shows who can do what, app by app.
Limit access to working hours
In the workspace’s settings, under Working hours, choose the days and hours each role works. Outside them, people fall to a lower role you pick, such as viewer. Owners are never limited.
Mirror your organization
Larger teams can map their departments, branches or regions under Organization, with their heads and deputies. Give a role to a unit, and everyone posted in it or below it gets it. In the CRM, each person can then see only their own team’s records.
Check what someone sees
Before relying on a setup, see the app as one of your members: a banner reminds you, and reloading brings you back. The activity log, in the workspace’s settings, shows who did what, and when.
Take access back
Change a role, take someone off a team or a business, or suspend a member: their access ends at once, on every device. Nothing they made is lost.