Implementing the Cohorts feature in Rhumbix involves a few key steps to ensure proper setup and functionality. This guide will walk you through the process.
If your curious about how Cohorts works, please check out this Support Article before following the steps to implement Cohorts in your platform - What is a Cohort?
Prerequisite: Before you begin setting up Cohorts, contact your Professional Services Consultant (PSC) to ensure that the 'Group Restricted Data' setting is activated in your account. This step is essential for the proper functioning of the Cohorts feature.
Step-by-Step Guide:
1. Create the Cohort
a) Navigate to the 'Cohorts' menu found in Company Settings.
b) Select the option to ‘Create Cohort’.
c) Name your Cohort for easy identification by double clicking in the Name field.
d) Add an optional description for clarity.
e) Click Modify to add the relevant Team Members to this Cohort. This can be done by searching for their names or IDs and selecting them for inclusion.
2. Apply Cohort to Team Members
a) Go to the Team Member's menu found in Company Settings.
b) Locate your Team Member and scroll right to the Cohorts column found just after the Group column
c) Double click in the Cohorts column and select the appropriate Cohort(s). Team Members can be assigned multiple Cohorts as needed.
3. Toggle OFF Group Access to Team Members
a) Go to the Groups menu found in Company Settings.
b) Select Main Group and click Apply at the bottom of the window.
c) Click on Subgroups
d) Toggle 'Grant Employee Access' to FALSE for any Groups you want to use Cohorts.
This Toggle removes all access to Employees but retains access to Projects.
Adding Comprehensive Cohorts
When implementing Cohorts for broader access management, it's crucial to create specific Cohorts for different roles. Roles such as Payroll Admin, and Foremen might need more comprehensive access to employees. Following are suggestions for creating Cohorts for these User Roles:
*The Admin role is uniquely structured to have comprehensive access privileges. Unlike other roles, an Admin does not require assignment to a specific Cohort to access data. This is because the Admin role is designed to bypass all standard permissions requirements. Essentially, holding an Admin role automatically grants unrestricted access to all data within your platform. This ensures that Admin users can effectively manage and oversee all aspects of the system without the limitations imposed by permissions.
Creating All-Inclusive Cohorts:
1. Cohort for Payroll Admin: To provide full access to all team members' timekeeping data.
1. Name the Cohort something like "All Team Members".
2. Add every Team Member in this Cohort.
3. Assign this Cohort to Payroll Admin roles to allow permissions to all timekeeping data entered for your company.
2. Cohort for Foremen: To enable Foremen to manage time entries for all potential workers on the jobsite.
1. Name the Cohort, for example, "All Workers".
2. Add all Worker-role employees to this Cohort.
3. Assign this Cohort to Foremen for effective time management at the jobsite.
These suggestions for Payroll Admin and Foremen Cohorts could also be created to allow permissions to specific Groups and/or Users with their own Cohorts as needed.
Implementing Cohorts:
After creating Cohorts, apply them to the relevant team members and adjust their group access accordingly. This step is crucial in ensuring that administrative staff and on-site management have the access needed to fulfill their responsibilities efficiently.
By diligently assigning every User to an appropriate Cohort, you ensure streamlined operations and maintain a high level of organization and access control within your Rhumbix platform.
Essential Reminder for Time Card Creation:
It's important to remember that once you toggle OFF (FALSE) Grant Employee Access, ALL Users within the Group must be assigned to a Cohort. This is a mandatory step to ensure they have the necessary permissions to create and manage timekeeping data. Without being assigned to a Cohort, users will not have access to create time cards.