Setting up your team? Let’s break down who does what. PolicyCo uses different roles to make sure everyone has exactly the access they need to do their job—no more, no less.
Here is a friendly guide to understanding and adjusting these roles.
The Big Picture: Organizational Roles
Every user starts with a main "Organizational Role." Think of this as their default setting.
Owner (The Super Admins): The person who sets up the account is the Owner by default, but you can have more than one. Owners can do absolutely everything in the platform.
Viewer (The Readers): Most of your users will probably be Viewers. They can read your policies and procedures but can't change them. This is the default role for anyone new you add.
Author (The Writers): Authors can edit policies, procedures, and evidence templates.
Auditor (The Guests): These are usually folks outside your company who need to check your work. They have read-only access to everything to help them identify gaps. They can also suggest edits to articles, which is great if they want to propose specific language tweaks.
Want to change someone's main role? It’s easy. Just head to Settings > Users, pick the person, right click, hover over "Change User Role", and swap their role from the dropdown menu.
Getting Specific: Customizing Access
Sometimes the main roles aren't specific enough. You can drill down and assign special permissions for specific policies, departments, or procedures.
The "Gatekeepers" (Managers)
Policy Managers: These users protect the integrity of your policies. They have the power to review and approve articles.
Department Managers: Similar to Policy Managers, but for procedures. They review and approve procedures to keep everything accurate.
The Creators (Authors) You can assign an Author to a specific Policy or Procedure. This limits their writing powers to just those specific documents, keeping your other content safe from accidental edits.
The Signing Authority is a role-specific designation for Policies. This user is responsible for the final stage of the policy lifecycle:
Final Approval: They provide the ultimate sign-off once a policy has been drafted and reviewed.
Release & Distribution: They are the only user assigned to officially release a policy, making the updated version available to the rest of the organization in the Viewer.
Roles for Evidence & Action Plans
When it comes to proving compliance, there are three specific hats people can wear:
Assignees: These are the folks on the ground gathering proof. They can upload and delete evidence for their specific tasks.
Reviewers: They check the evidence the Assignees upload and mark it as "Accepted" or "Incomplete."
Authors: In this context, an Author can edit the Evidence Template itself. If a review fails, an Author is also the one responsible for crafting a Management Action Plan (MAP) to fix it.