User Roles
Understanding user roles is essential for effective collaboration and workflow management in Canyon Valuation. This guide explains the different roles available and what each role can do within the platform.
Overview of User Roles
What Are User Roles?
User roles define what you can do in the platform. Think of roles like job titles - each role has specific responsibilities and access levels that match different types of work and organizational needs.
Key Benefits of Role-Based Access:
- Security: Users only have access to what they need
- Efficiency: Streamlined workflows based on responsibilities
- Collaboration: Clear understanding of who does what
- Compliance: Proper access controls for sensitive data
System Roles
Super Admin
Who They Are:
- System administrators and technical support staff
- Platform developers and maintainers
- Senior management with system-wide responsibilities
What They Can Do:
- Global Access: See and manage data from all organizations
- User Management: Assign users to any organization
- System Configuration: Configure platform-wide settings
- Data Management: Move data between organizations
- Audit Access: View all system activity and logs
- Emergency Access: Override normal restrictions when needed
When You Need a Super Admin:
- Setting up new organizations
- Resolving cross-organization issues
- System-wide configuration changes
- Emergency data recovery or access
Admin
Who They Are:
- Organization leaders and managers
- Senior staff with management responsibilities
- Team leaders with administrative duties
What They Can Do:
- Organization Management: Manage users within their organization
- Project Management: Create and manage all projects
- User Assignment: Add and remove team members
- Settings Configuration: Configure organization settings
- Report Generation: Create and export all types of reports
- Workflow Management: Set up and manage workflows
When You Need an Admin:
- Adding new team members
- Changing user roles and permissions
- Managing organization settings
- Overseeing projects and workflows
Moderator
Who They Are:
- Team leaders and senior staff
- Quality control personnel
- Support and training staff
What They Can Do:
- Content Review: Review and approve work from other users
- User Support: Help team members with platform questions
- Limited Management: Manage specific aspects of projects
- Data Access: Access most organization data
- Workflow Support: Assist with workflow management
- Training: Help train new team members
When You Need a Moderator:
- Reviewing and approving reports
- Providing support to team members
- Quality control and oversight
- Training and guidance
User
Who They Are:
- Regular team members and staff
- Appraisers and analysts
- Support personnel
What They Can Do:
- Project Work: Work on assigned projects and tasks
- Data Creation: Create and manage their own data
- Collaboration: Work with team members on shared projects
- Report Access: Access reports they have permission to view
- Document Management: Upload and manage documents
- Basic Analytics: Use basic analytics and reporting features
When You Need a User Role:
- Daily project work and analysis
- Creating and managing properties
- Generating reports for clients
- Collaborating with team members
Organization-Specific Roles
Organization Admin
Responsibilities:
- Member Management: Add and remove organization members
- Role Assignment: Assign roles within the organization
- Settings Management: Configure organization settings
- Data Oversight: Monitor organization data and usage
- Workflow Control: Manage organization workflows
- Support: Provide support to organization members
Key Activities:
- Onboarding new team members
- Managing user permissions
- Setting up organization workflows
- Monitoring organization activity
- Providing training and support
Organization Member
Responsibilities:
- Project Participation: Work on assigned projects
- Data Management: Manage their own data and projects
- Collaboration: Work effectively with team members
- Quality Assurance: Maintain high quality standards
- Communication: Communicate effectively with team and clients
Key Activities:
- Creating and managing properties
- Generating appraisal reports
- Collaborating on projects
- Maintaining data accuracy
- Following organization procedures
Role Hierarchy and Permissions
How Roles Work Together
Permission Inheritance:
- Higher roles can do everything lower roles can do
- Each role builds upon the permissions of roles below it
- Special permissions may be granted for specific needs
Role Relationships:
- Super Admin > Admin > Moderator > User
- Each level has additional capabilities
- Roles can be customized for specific needs
Custom Roles
When Custom Roles Are Needed:
- Specific project requirements
- Temporary access needs
- Specialized responsibilities
- Compliance requirements
Creating Custom Roles:
- Contact your organization admin
- Explain the specific needs and requirements
- Define the exact permissions needed
- Set up the custom role with appropriate access
Choosing the Right Role
For New Users
Starting Role:
- Most new users start with the User role
- This provides access to essential features
- Allows learning the platform safely
- Can be upgraded as responsibilities grow
Role Progression:
- User → Moderator → Admin (as responsibilities increase)
- Each progression adds new capabilities
- Training and experience guide role changes
For Team Leaders
Recommended Roles:
- Moderator: For team leaders with review responsibilities
- Admin: For managers with full team oversight
- Super Admin: For system-wide management needs
Key Considerations:
- Team size and complexity
- Management responsibilities
- Technical expertise needed
- Compliance requirements
For Organizations
Role Planning:
- Small Teams: Start with User and Admin roles
- Medium Teams: Add Moderator role for quality control
- Large Teams: Consider custom roles for specialized needs
- Multi-Organization: Super Admin for system management
Managing Role Changes
Requesting Role Changes
When to Request a Change:
- Your responsibilities have changed
- You need access to additional features
- You're taking on new management duties
- Your role has been redefined
How to Request:
- Contact Your Admin: Reach out to your organization admin
- Explain the Need: Describe why you need the role change
- Provide Context: Explain your new responsibilities
- Follow Up: Check on the status of your request
Admin Role Management
Adding New Roles:
- Assess the user's needs and responsibilities
- Consider security and access requirements
- Provide appropriate training
- Monitor usage and adjust as needed
Removing or Changing Roles:
- Review role usage and effectiveness
- Consider organizational changes
- Provide notice and training for role changes
- Ensure smooth transition of responsibilities
Role-Specific Training
Training by Role
User Training:
- Basic platform navigation
- Creating and managing properties
- Generating reports
- Collaboration features
- Data management best practices
Moderator Training:
- Review and approval processes
- Quality control procedures
- Team support and guidance
- Workflow management
- Advanced reporting features
Admin Training:
- User management
- Organization settings
- Workflow configuration
- Security and compliance
- System administration
Super Admin Training:
- System-wide management
- Cross-organization operations
- Emergency procedures
- Advanced configuration
- Security and audit procedures
Ongoing Development
Skill Development:
- Regular training sessions
- Role-specific workshops
- Best practice sharing
- Continuous learning opportunities
Role Advancement:
- Performance-based role progression
- Skill assessment and development
- Mentoring and guidance
- Career development planning
Best Practices
For All Roles
Security Awareness:
- Keep login credentials secure
- Log out when finished
- Report suspicious activity
- Follow security policies
Effective Communication:
- Communicate clearly with team members
- Ask questions when unsure
- Share knowledge and best practices
- Provide constructive feedback
Quality Standards:
- Maintain high quality in all work
- Follow established procedures
- Review work before submission
- Continuous improvement
For Role Managers
Effective Management:
- Regular role reviews and updates
- Clear communication of expectations
- Provide necessary training and support
- Monitor and address issues promptly
Team Development:
- Identify training needs
- Provide growth opportunities
- Recognize and reward good performance
- Support career development
Troubleshooting Role Issues
Common Problems
Access Issues:
- Can't Access Features: Check your role permissions
- Missing Data: Verify your organization access
- Wrong Role: Contact your admin for role correction
- Temporary Access: Request temporary permissions if needed
Role Conflicts:
- Multiple Roles: Clarify which role takes precedence
- Conflicting Permissions: Work with admin to resolve conflicts
- Role Changes: Ensure smooth transition of responsibilities
- Training Gaps: Request additional training for new roles
Getting Help
When to Contact Your Admin:
- Role-related access issues
- Permission problems
- Role change requests
- Training needs
When to Contact Support:
- Technical role issues
- System access problems
- Security concerns
- Platform functionality questions
Understanding your role and the roles of your team members helps create an efficient and collaborative work environment. If you have questions about your role or need changes to your permissions, don't hesitate to contact your organization admin or support team.