Understanding user roles & access in a business account

Available on: Co-Create, Surge, Optima

Accessible to users with the role: Account Owner

In this article, we describe the type of users that can be added to your business account & what data / information each type of user can access. This is a key part of access control and confidentiality of the platform.

Types of Users.
Types of Engagement level data.

Access to Engagement Data

Owner Coach - Access to engagement data.
Owner Admin - Access to engagement data.
Coach - Access to engagement data.
Master Coach - Access to engagement data.
Program Manager - Access to engagement data.
Client - Access to Engagement Data .
Client HR Manager - Access to Engagement Data.

Types of Users

The following type of users can be added as guests to your business account.

Coaching Business	Client
Owner
Coach	Coaching Client
Master Coach	Client HR Partner
Program Manager

Types of Engagement level data

The following data is available for each engagement and is accessible by each type of user as per system-level access controls.

Data	Description
Goals	Agreed objectives of the coaching engagement.
Sessions	Coaching sessions that are scheduled with clients - individuals or cohorts.
Private Journal	Space to capture your thoughts, observations & reflections.
Actions	Actions are to-dos / tasks that are assigned to either coach or client.
Resources	Storage of files for a specific client engagement, that can be shared with the client.
Shared Space	Collaboration space between coach & client. Share engagement resources, files, or notes.
Nudges	Email reminders to help raise client’s awareness of their desired behaviors and move them towards action.
Stakeholders	Client's colleagues who participate with feedback & progress inputs.
Forms	Customizable tools to gather feedback, allow self-reflection surveys, etc.

For more detailed information on each of these terms, visit our Glossary

Owner

The Owner is the primary holder of the account.

They manage the administrative functions, such as: inviting new users, access to view all coach profiles, onboarding new clients by creating individual & cohort engagements, sending out contracts, managing the billing & plan, etc.

The Owner has a view into all the engagements that are on the account, across all coaches, but does not necessarily have access to the data that is confidential to the coach & client.

The Owner can also coach their own clients.

And most importantly, the Owner can supervise other coaches; view all the data across the platform, including all the coaching data of engagements that are assigned to other coaches.

To give an owner the ability to coach & supervise other coaches, you simply need to assign them a coaching license.

However, if you want the owner to manage just the administrative side of the business account, don't assign a coaching license to them.

Note: You can have multiple owners on your business account, some with a coaching license, and others without.

While the Owner's administrative functions do not change whether they have a license assigned or not, their access to any engagement data varies significantly:

Owner Coach - Access to Engagement data

The Owner has default access to all engagements on the account.

Data	Coach Access Rights
Goals	Complete access to create / modify.
Notes	View/Edit notes added by assigned coach, master coach & program manager. Add/Edit own notes.
Sessions	Complete access to Create / Modify.
Actions	Complete access to Create / Modify.
Resources	Create & view all content.
Shared Space	Share with client and view.
Nudges	Complete access to create / modify.
Stakeholders	Complete access to create / modify.
Forms	Can send Form / Access Responses

Owner Admin - Access to Engagement data

The Owner has default access to all engagements on the account. But when not assigned a coaching license, has no access to the confidential coach-coachee data.

Data	Admin Access Rights
Goals	No access.
Notes	No access.
Sessions	Access to create / modify on behalf of the coach.
Actions	Access to create / modify; only view self-created actions.
Resources	Create & view all content.
Shared Space	Share resources & view only self-created.
Nudges	Complete access.
Stakeholders	Complete access.
Forms	Can send Forms to the client.

For more details/context around the Owner role, you can refer to: How can I be the Super User?

Coach - Access to Engagement data

A Coach is assigned to an individual or cohort engagement by the Owner or Program Manager. They can add an individual or cohort engagement only if they have been granted the necessary access.

Each engagement has only ONE assigned Coach. This one-to-one mapping between Coach & Engagement allows for information confidentiality.

Data	Coach Access Rights
Goals	Complete access to create / modify.
Notes	Self-private journal.
Sessions	Complete access to create / modify.
Actions	Complete access to create / modify.
Resources	Create & view public content.
Shared Space	Share with client & view.
Nudges	Complete access to Create / modify.
Stakeholders	Complete access to Create / modify.
Forms	Can send Form / Access Client Response

Master Coach - Access to Engagement data

A Master Coach can supervise coaching engagements and ensure consistency in approach, methodology, and outcomes. Access to engagements can be given in 2 ways:

The Owner can provide them access to engagements (assigned to any other coach) so that they supervise the coach.
The Owner or Program Manager can directly assign the Master Coach to engagements (individual or cohort) wherein they will be the primary coach.

Data	Master Coach Access Rights
Goals	Complete access to create / modify.
Notes	Self-private journal.
Sessions	Complete access to create / modify.
Actions	Complete access to create / modify.
Resources	Create & view public (Shared by Owner).
Shared Space	Share with client & View.
Nudges	Complete access to create / modify.
Stakeholders	Complete access to create / modify.
Forms	Can send Forms / Access Client responses.

Program Manager - Access to Engagement data

A Program Manager is an integral part of the coaching business, providing administrative support to the Owner, Coach, and Master Coach. However, they do not have access to confidential coaching data.

The Owner can provide Program Managers with access to individual or cohort engagements for them to assist the Coach / Master Coach. Other than Owners, Program Managers are the only users who can create new and update existing engagements.

Data	Program Manager Access Rights
Goals	No access.
Notes	No access.
Sessions	Create / modify sessions on behalf of the coach.
Actions	Access to Create / modify (self-created).
Resources	Create & view public.
Shared Space	Access to share resources & view only self-created.
Nudges	Complete access to create / modify.
Stakeholders	Complete access to create / modify.
Forms	Can send Forms

Note: Sessions & Nudges are created on behalf of the Coach by the PM. Meeting requests & reminders will be sent from the Coach's account.

Client - Access to Engagement Data

A client is a participant in a coaching engagement - Either individually or as part of a cohort.

Data	Client Access Rights
Goals	Complete access to create / modify.
Notes	Self-private journal.
Sessions	View, schedule & reschedule if allowed.
Actions	Complete access to create / modify.
Resources	No access.
Shared Space	Share with coach & view.
Nudges	No access to create / modify.
Stakeholders	Complete access to create / modify.
Forms	View submitted Response if access is given.

Client HR Manager - Access to Engagement Data

A Client HR Partner belongs to the client's organization. They seek to monitor the progress of the coaching engagement & assess the impact

The Owner can provide Client HR Partners access to individual or cohort engagements.

Data	Client HR Manager Access Rights
Goals	View only "Public" goals.
Notes	Self-private journal.
Sessions	View
Actions	Create / modify self only. View if access to Confidential data is assigned.
Resources	No access.
Shared Space	Access to share resources & view only self-created. View all if access to Confidential data is assigned.
Nudges	No access.
Stakeholders	Complete access to create / modify.
Forms	View submitted Response if access is given.

Note:
It is also possible for the Owner of the account to change the current user roles to other new roles.
The table below elaborates on the possible roles that a current user can be upgraded to: