Organization

Organization Management in Papershift Pulse allows you to structure and manage your business effectively. It is designed to help you create a clear representation of your organization, including its teams, users, and their roles. By modeling your organization, you can assign roles and permissions that fit your operational needs, ensuring efficient management of your workforce. While granting a maximum of flexibility and granularity on permission handling, it’s not compromising on simplicity.

Feature Breakdown

Scopes

There are four main scopes in organization management:

Account: The “box” that represents an entire organization. It includes everything that belongs to your business.
Team: A smaller work unit or group of users within an account. Teams can have sub-teams, allowing you to create a hierarchical structure.
User: An individual belonging to an account who can be a member of multiple teams.
Identity: A login connected to one or more users, allowing multi-account management.

How It Works

Roles and Rights

Roles: Roles are bundles of permissions (rights) that determine what a user can do within a scope. There are system roles (preset) and custom roles (created by you). System roles have fixed rights, while custom roles can be tailored.
Rights: Rights define specific actions a user can take, such as creating, reading, updating, or deleting data. Rights are always positive (e.g., “can create”) and are assigned to resources or actions within an account or team.

Account and Teams

An account can have multiple teams but doesn’t require one. It must have at least one user and can have various roles (e.g., account-admin, account-member).
A team belongs to only one account and groups users. Teams can have a hierarchical structure but cannot create circular relationships (e.g., a team cannot be its own parent).

User Membership and Roles

Users must belong to at least one account and can be part of multiple teams.
A user must have at least one role in an account (account membership) and at least one role in a team (team membership). A user without a role in a team is not part of that team.

Managing Roles and Permissions

To manage a user’s role at the account level, you need the right called account_membership.manage.
To manage team memberships, the right called team_membership.manage is required.

Creating or Importing Roles

We recommended importing predefined roles using our templates. We try settings those up in a way to handle most frequent use cases. Our templates get extended frequently.
When creating a custom role, you select the scope (account, chat, or team) and then assign rights. Note that by default a custom role has no rights to prevent accidental misuse or unauthorized access.

FAQs

Can I create my own roles?

Yes, you can create custom roles and assign specific rights based on your organization’s needs. However, we recommend using our predefined templates for common scenarios via import.

What happens if a user has multiple roles in account or a team?

When a user has multiple roles in a team, their permissions are combined using a logical OR. If any role grants a certain right, the user has that right. We actually recommend creating roles with only few rights necessary for a specific use case rather than creating one role with all rights. This allows more granular access management.

I have account-admin role but can’t change my own roles on account-level, why?

This is on purpose to prevent a scenario where you are the last user with the right to manage account-memberships and romoving this right from yourself by accident. Instead, if you want to hand over account-ownership for example, assign account-admin role to someone else, then they can remove account-admin role from you.

Is it possible to assign different roles to the same user across multiple teams?

Yes, users can have different roles in different teams, giving them various permissions depending on the team they are in.

Can I delete roles?

Yes, roles that are not assigned to any users can be deleted.

Why does a system role not show all rights available?

System roles only show those rights that are active, with makes the view shorter and you don’t have to scroll a lot to see all rights.

I want to make changes to a role’s rights but it doesn’t work. Why?

This is likely due to the fact that it’s a system role. Those rights’ cannot be edited. If you try to change the rights of a custom role and it still doesn’t work, you might not have the right to make changes to roles.

Is it possible to use the same credentials to access other account(s)?

Yes, Pulse supports multi-accounting, which is great for several use cases, i.e., handling multiple legal entities within the same organization or if you want to use Pulse in a completely different scenario like running your local sports club, managing community events, or organizing neighborhood activities, all while keeping them separate from your business operations. Once logged in, every user can create further accounts. If you were invited to another account choose “use existing credentials” on the “join”-page.