Understanding License Types and User Roles for Task Management
This guide explains the differences between the three license types; Users (Staff), Supervisors, and Administrators so champions can train teams effectively, ensure the right level of access, and answer the most common 'who can do what' questions.
At a Glance: What Each License Can Do
| Capability | Users (Staff) | Supervisors | Administrators |
|---|---|---|---|
| View dashboards (Simplified/Detailed) | |||
| Close tasks (tick boxes) & leave notes | |||
| Create / edit tasks & task lists | |||
| Delete task lists | |||
| Create projects | |||
| Update project name & descriptions | |||
| Assign owners (RACI) | |||
| Delete projects | |||
| Update/bulk updates (status, dates, priority) | |||
| Configure settings & permissions | |||
| Set default view / restrict to Simplified |
Role Details
- Close tasks (tick boxes) and leave notes.
- Work primarily in the Simplified Dashboard for daily execution.
- View assigned projects, KPIs, and updates.
Best for frontline doers focused on action completion.
- Create and delete task lists; create projects.
- Use both Simplified and Detailed dashboards as needed.
- Can perform Bulk Update (status, dates, priority).
Best for team leads managing backlogs, priorities, and cadence.
- Control configuration, license governance, and access policies.
- Creates and updates teams and contacts.
- Manage permissions for features like KPIs, Hoshin Kanri and Document Management.
Best for system owners responsible for standards and governance.
How to Assign or Change a User's License
Use the Contacts Administration panel to assign the correct license to each person:
- 1. Go to Admin → Contacts Administration.
- 2. Search for and open the user's profile.
- 3. In Access & Permissions, select license type: Users (Staff), Supervisors, or Administrators.
- 4. (Optional) Assign dashboard view to BOTH to grant access to both dashboards or restrict the user to Simplified only.
- 5. Click Save.
Best practice: Map roles to responsibilities before assigning licenses. For example: frontline Users (Staff) focus on closing tasks & notes; Supervisors manage task lists and projects; Administrators own configuration, permissions, and standards. Start with a pilot team → review → scale.