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Role-Based Access

In many instances within a company's GoSpotCheck environment, it is incredibly valuable (and necessary!) to enable certain individuals to view scoped data that is specifically relevant to that person's needs or role. This ability to limit visibility based on specific criteria is called Role-based Access.

NOTE: Role-Based Access is available as an add-on to your GoSpotCheck Account.  If you are interested learning more, please reach out to your Customer Success Manager and we can get you up and running.

Selecting a Role

When Adding or Editing a User in GoSpotCheck, you can select a specific Role for the user.  Roles reflect what a user can DO with GoSpotCheck (big changes coming SOON in this domain! Stay tuned!). If your company has purchased Role-Based Access, the Roles drop-down includes an additional role for Manager (and in the future, Reviewer and other custom roles). 

All Roles (other than "User") have access to log-in to the GoSpotCheck WebDashboard. But what data should that user SEE when they log-in?

Configuring Data Access

When you select a role of Manager, three new fields will populate at the bottom of the User page. Here you'll be able to configure what data this individual can see in the GoSpotCheck platform based on pre-established properties on key GoSpotCheck objects: User, Place, and Missions.

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For each object, you can enable Managers to view "All" or to "View by property". 

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Selecting "All" access means that individual will have unlimited access to view each and every one of the objects in that category. To limit a user's visibility to only include objects matching a specific set of criteria, select the "By Property" option from the drop-down menu. 

Here you can enter Property values to limit what is displayed in GoSpotCheck when that user logs in. You can enter multiple property values into a single field (Ex. Region: Northwest, Southwest), and combine that with several Property Keys (Ex. Region: Northwest, Type: gym).  

NOTE: If you give a manager permissions for multiple properties, they’ll see every object that has any of those property values attached.

The exception is Mission Responses. Think of the those as an AND statement between Mission, User, and Place permissions. In other words, you’ll only see mission responses that meet all 3 criteria:

1) The mission is one you’re allowed to see
    AND
2) it was completed by a person you’re scoped to see
    AND
3) it was completed at a place you’re scoped to see

For Example

Imagine you work for a national company that conducts safety audits in gyms and recreation centers. You have Managers working in a number of regions and you'd like to make sure that, when they log-in to GoSpotCheck, they see only data that is relevant to them.

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In the example above, this Manager will be able to see Users who have a Region property of Mountain or a Division property of "Safety", and Places that have a store type property of "gym". Using properties values, you've given this Manager scoped data access to the particular elements of GoSpotCheck most relevant to them.

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