Roles and page access

A role is a reusable set of permissions. You build it once, for example "Travel Manager", and then give it to the people who need it. Roles belong to one organisation. You build them on the User roles screen and give them to people on the Manage users screen. Administrators can also share a single workspace with one person without changing their role.

Create a role#

1. 1
   Open Manage users and press the Roles tab. The screen is titled User roles.
2. 2
   Press Set up user role. A panel opens with the title New role.
3. 3
   Type a User role name, for example Travel Manager.
4. 4
   Under Page access, tick Hub (workspaces) if the role needs the hub. Then open each group, such as Event, Sourcing or Dashboards, and choose pages from the Select pages… list. You only see the groups and pages your organisation's plan includes.
5. 5
   Under Actions, choose Read Only, Editor or Manager. Switch Allow export / bulk download on or off. It starts switched on.
6. 6
   Under Sensitive data access, tick only the details this role really needs. They are Passport, Personal, Financial, Visa and Documents. All start off.
7. 7
   Under Data access, tick the filters that limit this role's records. They are Group / Department, Cost centre / Project code, Entity and Role. You choose the actual values, such as which departments, for each person on Manage users.
8. 8
   Under Workspace scope, choose All workspaces or Assigned. Assigned limits people to the workspaces you pick for them.
9. 9
   Under Landing page, choose where people go after they sign in. It is optional when the role includes Hub (workspaces). It is required when the role does not.
10. 10
    Press Save role.

app.thehapr.com/admin/roles

1. 1Start a new role.

Save role stays unavailable until the role has a name, at least one page and, when it has no hub, a landing page. After a save, a message confirms it and the panel empties so you can set up another role. Press Cancel to close it.

Match any or match all#

When you tick more than one filter under Data access, a Combine dimensions choice appears.

• Match ANY (OR) shows a record when it passes at least one filter.
• Match ALL (AND) shows a record only when it passes every filter.

Turn a label already in use into a role#

If people already carry a role name with no permissions behind it, the roles list shows a To define section under your roles. It reads "Role labels users already carry, with no access defined yet."

1. 1
   Find the label and press Define.
2. 2
   The panel opens with the name and the pages those people already hold. Change anything you need.
3. 3
   Press Save role.

HAPR gives the new role to everyone who carries that label straight away, and the confirmation says how many people. People you are not allowed to edit on Manage users are skipped.

Change or delete a role#

Each role shows as a card with its name, how many users are assigned and a summary of what it grants.

1. 1
   To change a role, press the pencil icon on its card. The panel opens as Edit role with the role's name.
2. 2
   Change what you need and press Save role. People who hold the role get the change.
3. 3
   To delete a role, press the bin icon on its card. HAPR asks you to confirm.
4. 4
   Press Delete role.

Deleting a role removes the access it gave. People are not given anything in its place and keep whatever else they hold.

Give a role to a person#

Open Manage users, choose the person and choose their Access role. See Managing users. The screen gives each person one access role. A person who holds more than one, for example from an earlier setup, gets them all added up.

Roles add up and the most access wins. If one role opens two dashboards and another opens the hub, the person gets all three. If either role allows export, they can export. If either role reaches every workspace, they reach every workspace. Adding a role never takes anything away. To reduce someone's access, change or remove the role they already hold.

Share one workspace#

A share gives one person access to one workspace, with the pages you pick and, for events, limits on which attendees they see. Only administrators can share.

1. 1
   Open the workspace and choose Share access. On the hub, it is in the menu on the workspace card. In the attendee manager, it is under More.
2. 2
   In the box Name, or an email address…, type a name and choose the person.
3. 3
   Choose the pages. Tick All access for the whole workspace, or tick pages one by one. Only pages that kind of workspace has are offered. A plan made before the event exists is shared as a whole, with no page list.
4. 4
   For an event, you can open the Field Constraint tab and limit the person to certain Dept/Team, Entity/Game or Role values. Choose from the values the workspace holds.
5. 5
   Press Share workspace.

The person sees the workspace in their hub, and HAPR emails them. The drawer then lists them under Shared with.

Invite someone who has no account#

1. 1
   In the same box, type their full email address.
2. 2
   Choose the line that starts Invite. It carries an External tag.
3. 3
   Choose the pages and press Send invite.

They get an invitation that works once, for 14 days, and only for that address, so a forwarded email grants nothing. When they create their account with that address, the invitation becomes a share. Until then it shows as Pending under Shared with. If it lapses, it shows as Expired and you can press Send again. Pressing Resend on a pending invitation sends a fresh link and restarts the 14 days.

A person from another company is a guest. In an event, a guest reaches only the pages their share lists, and the limits you set on the share stand on their own.

Remove a share or cancel an invitation#

Press the bin icon beside the person under Shared with. It removes a share or cancels a pending invitation. To change what someone has, remove the share and share again.

A share you make has no end date. Remove it when the person no longer needs it.

See who can open which page#

HAPR staff and administrators (the Admin and Super admin user types) are not limited by roles inside their own organisation. Everyone else is governed by their roles and page access. The User and Read-only user types do not hide any page by themselves.

A guest from another company can open a workspace shared with them, and in an event only the pages their share lists.

Good to know#

• A role needs at least one page. The landing page must be one of the pages the role can open.
• Only Hub (workspaces) and the dashboard pages work as a landing page today. If you choose another page, people land where they would have landed without it. A landing page set on a role wins over hub access.
• With Assigned workspace scope, a person who has no workspaces assigned yet can open every workspace of the organisation. Assign workspaces to them on Manage users to limit them.
• A person with no role and no page access of their own can open all event pages. Dashboards are different. They always need the page to be granted.
• Action level, Sensitive data access and Data access are saved with the role and shown on Manage users. HAPR does not yet use them to hide pages or records from colleagues in the event pages. Cost centre or project codes set on a person do limit what they see on the dashboards.
• Allow export / bulk download is checked by some downloads. Not every download checks it yet.
• The limits on a share apply in the attendee manager, visa management and the rooming list. For a colleague, the weaker limit wins, so someone with no limits of their own stays unlimited.
• If your organisation has guests from other companies, there is a fair-use limit on how many. See the message below.
• Only HAPR creates a Super admin. Admins cannot edit or delete one.

If something looks wrong#

• Enter a role name. The name box was empty. Type a name and save again.
• Grant at least one page. Choose a page for the role first.
• A message that you must choose a landing page. The role has no Hub (workspaces), so people would have nowhere to go. Choose one of its pages under Landing page.
• Could not save the role. Please try again. or Could not check that just now. Please try again. The role was not saved. What you typed stays in the panel, so press Save role again.
• Could not delete the role. Please try again. The role is still there. Try again.
• Only administrators can manage roles. You are not an administrator. Ask one to change the role.
• Only an administrator can share a workspace. You see this in the drawer when you are not an administrator. Ask one to share the workspace.
• That does not look like an email address. Check the address you typed.
• Could not share the workspace. Nothing was shared. Try again.
• Could not remove that access. The share or invitation is still there. Try again.
• Could not load sharing. Close the drawer and open it again.
• Your workspaces are already shared with 25 people from outside your company, the fair-use limit for guests. Add people you work with regularly as users on your plan instead (Billing, seats), or remove a guest first. Remove a guest, or add the person as a user on your plan.
• A message that the invitation was created but the email did not send. The invitation stands. Cancel it and send it again, or tell the person yourself.
• A message that the person now has access but HAPR could not email them. The share stands. Tell them yourself.
• You do not have access to this workspace. The person is not assigned to it and it is not shared with them. An administrator can assign it on Manage users or share it.
• You don’t have access to this page. The person's roles and page access do not include this event page. Add the page to a role.
• This workspace was not shared with you for this page. A guest tried a page their share does not list. Ask an administrator to share it.
• You don’t have access to this dashboard. The dashboard page is not in the person's roles or page access.
• The dashboards are not available for this account. Dashboards are not set up for the organisation.
• Your account does not include Sourcing (RFP). Contact your administrator to enable it. The account has no Sourcing. Ask HAPR or your plan owner to add it.
• Only organisation administrators can manage billing, plans, and HAPR credit purchases. Billing is for administrators.