Groups and roles

Groups and roles decide which models each person in your organization uses. Each person has a role; whoever has the Custom role gets what the custom roles of their groups allow. Changes reach the chats in a couple of minutes.

Each person’s role

Each person has exactly one:

Role	What they can do
Owner	Manages the whole organization: members, groups and roles, billing, connectors, skills and the rest of Organization.
User	Uses what the organization enables for them and every enabled model. No administration.
Custom	Uses the models the custom roles of their groups give them. No administration.

The role is changed in Organization → Members (see Managing members). Nobody changes their own role. Organization settings shows in the account menu only for Owners.

Groups

Groups are collections of members that can share roles. The table has Name, Members (how many), Roles (the labels) and Source.

To build one:

Click Add group and type the Group name. Adding a group only asks for the name.
With Edit, in the row’s ⋮ menu, you add people under Members (the dropdown says Add member…) and change the name.

Under Source each group says where its members come from: Manual ones you manage yourself in Nouter, and Directory ones are groups whose members come from your directory and are managed there, so their name and members aren’t edited in Nouter.

Delete takes a group off every role. The confirmation says so: “Deleting the group takes it off every role. Its members keep their accounts.”

Custom roles

A custom role decides which models the people in its groups use. The table has Name, Groups (the labels of the groups that have it), Admin access (for now it says “—”) and Created. To build one, click Add role, type the Role name and a Description, and with Edit pick the Groups (the dropdown says Add group…) that receive it.

A role is always assigned to groups, never to a person. A person in several groups gets the union of their roles, and one role can’t take away what another grants. Roles apply only to people with the Custom role. Delete takes a role off the models it was available to (the confirmation says so: “Deleting the role takes it off the models it was available to. Its groups stay.”).

When there are roles but nobody is Custom, a yellow notice appears above Roles: “Map groups to roles and then set members’ role type to Custom.”, with Go to Members.

Which models a role can use is set in Organization → Models, in the Available to column (see below).

Which models each person uses

Each role’s models are chosen in Organization → Models, in the Available to column (see Which models your organization uses):

Whoever isn’t Custom sees every enabled model.
A Custom member sees the enabled models that are set to All roles plus the ones that share one of their roles.
A Custom member with no roles sees only the models set to All roles.

If a chat asks for a model that isn’t allowed for that person, it runs on the default model if that one is allowed, and otherwise on the first allowed one. If none is left, the chat says so: “Your organization hasn’t given you access to any model.”