Initiative Roles and Access Levels
Published on January 13, 2025Initiative Roles and Access Levels
With this update, we’re improving how initiative roles and access levels work in ChangePlan to provide greater clarity and flexibility. The Change Manager role is now separated from access permissions, addressing issues like team utilization report inaccuracies. Here’s what’s new and how to use these updated features effectively.
What’s New in Initiative Roles?
Updated Initiative Access Levels
- The previous “Change Manager” access level has been renamed to Full Access for clarity.
- Access levels now reflect permissions more accurately:
- Full Access: Grants comprehensive administrative rights over an initiative.
- Editor: Allows users to edit initiative details but without full administrative privileges.
- Viewer: Provides read-only access to initiatives.
New Field: Change Manager Title
- A new Change Manager field is available in the Add/Edit Initiative modal.
- This title is now for organizational/tagging purposes only and does not affect permissions.
- Only licensed users can be assigned this title.
Auto-Assignment for Existing Users
- Users with the old "Change Manager" access level have been automatically assigned with a Full Access level.
- Admins can remove or reassign the Change Manager title without affecting the user’s permissions.
How to Assign Initiative Roles
Update Initiative Access Permissions
- Navigate to Settings:
- Click the Welcome Button in the upper-right corner.
- Select Settings from the dropdown menu.
- Go to the Users Tab:
- View and manage users and their access levels.
- Add or Edit Users:
- Enter the user’s details and select their license type:
- Full License: Grants full access to all features in ChangePlan.
- Read-Only License: Allows monitoring without editing capabilities.
- Assign Initiative Access Levels:
- Full Access: Complete rights to create, edit, and manage initiatives.
- Editor: Editing capabilities without full administrative control.
- Viewer: Read-only access to monitor initiative progress.
Assign the New Change Manager Title
- Go to a specific initiative.
- Open the Add/Edit Initiative modal.
- Locate the Change Manager field.
- Select one or more licensed users to assign as Change Managers.
Access Permissions Overview
Action | Full Access | Editor Access | View Access |
Edit initiative details | YES | NO | NO |
Duplicate initiative | YES | NO | NO |
Change effort: edit | YES | YES | NO |
Change canvas: edit | YES | YES | NO |
Export reports (e.g., Change Canvas, Audience) | YES | YES | YES |
Edit milestone dates | YES | YES | NO |
Risks: Edit or import | YES | YES | NO |
Activities: Edit or import | YES | YES | NO |
Access reports | YES | YES | YES |
How This Update Helps
This update improves clarity, accuracy, and flexibility in managing initiative roles and permissions:
- Accurate Reporting: The Team Utilization Report now reflects users with the Change Manager title, ensuring role-based accountability without impacting access permissions.
- Flexible Assignments: Users can retain Full Access permissions without being listed as a Change Manager, offering greater customization.
- Enhanced Clarity: Renaming the "Change Manager" access level to "Full Access" eliminates confusion between titles and permissions.
Pro Tips
- Assign the Change Manager title to individuals leading the initiative to clarify accountability.
- Regularly review roles to ensure accurate reporting and efficient role alignment.
- Use appropriate access levels (Full Access, Editor, Viewer) to match team responsibilities.
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