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User Roles

The IEX Portal utilizes a hierarchical role system to ensure users have the appropriate level of access to features, data, and management tools. This guide outlines the definitions of each role and breaks down the specific permissions associated with sending, inventory, and account management.

Role Definitions

Every user in the system is assigned a role that dictates their capabilities. The hierarchy is defined as follows:

  • Organization Admin: Can manage all aspects related to their specific organization, including viewing reports and managing users across the entire organization.

  • Department Admin: Can manage aspects related to their specific department only.

  • User: The standard role. Users are associated with an organization but have limited management capabilities.

Permissions Overview

1. Sending Capabilities

This section covers the ability to send gifts, use "One Links," and manage bulk engagements.

Feature

User

Department Admin

Organization Admin

Single Send

(Send a gift to one person)

✅

✅

✅

Pick Your Gift

✅

✅

✅

Custom Send

(Create a custom kit)

✅

✅

✅

Put on hold

✅

✅

✅

Integrations

(gmail / HubSpot / Salesforce / Outlook)

✅

✅

✅

Send on Behalf

(Send as another user)(*if the appropriate setting is applied on the ORG level)

 

✅

✅

Bulk Send

(Send to multiple recipients with a CSV)

  

✅

✅

One Link Send

(Create a redeemable One Link)

  

✅

✅

Cancel Sends

Own sends only

Department sends

All organization sends

  • Users can perform basic tasks like Single Sends, Custom Sends, and "Pick Your Gift" flows. However, they cannot perform Bulk Sends or create One Links.

  • Admins (both Department and Organization) have expanded capabilities, including "Send on Behalf," Bulk Sends, and full One Link management.

  • One Link Visibility: Department Admins can view and stop One Links for their department, while Organization Admins can manage them for the entire organization.

2. Inventory Management

Permissions regarding the visibility and reporting of product inventory.

  • View Inventory List:

    • Users & Dept Admins: Can view inventory shared with them or assigned to their department.

    • Org Admins: Can view all inventory across the organization.

  • Inventory Details: only the Organization Admins can view inventory details.

  • Low Inventory Notifications:

    • Department Admins: Receive pop-ups for items relevant to them (once a day or manually triggered).

    • Organization Admins: Receive pop-ups notifications for all department or organization products (once a day or manually triggered).

  • Download inventory reports: only the Organization Admins can download inventory reports for the inventory.

3. Campaign Management

  • View Campaigns:

    • Users: Can view individual campaigns they are assigned to or that are shared with their department.

    • Dept Admins: Can view shared and department-specific campaigns.

    • Org Admins: Can view all campaigns in the organization.

  • Manage Campaigns:

    • Add/Edit/Delete: Only Department and Organization Admins can add, edit, or delete campaigns.

    • Users do not have this permission.

4. User & Department Management

Tools for managing team members and organizational structure.

Task User Department Admin Organization Admin
View User List 🚫 Department only All Users
View User Details 🚫 Department only All Users
Add New Users 🚫 ✅ ✅
Edit Users 🚫 ✅ ✅
Delete Users 🚫 ✅ ✅
Add/Edit Departments 🚫 🚫 ✅

  • Standard Users cannot view, add, or edit other users.

  • Department Admins can manage users only within their own department.

  • Organization Admins have full control over all users and can also add or edit departments.

5. Templates & Business Reasons

Permissions for managing reusable templates and tracking send reasons.

  • Email templates:

    • View: All roles can view templates available to their department or organization.

    • Manage (Add/Edit/Delete):

      • Users cannot manage templates.

      • Department Admins can manage templates for their department only.

      • Organization Admins can manage templates for the entire organization.

  • Business Reasons:

    • View: All roles can view the list of business reasons.

    • Manage: Only Organization Admins can add, edit, or delete business reasons.

Feature

Organization Admin 

Department Admin 

User

Flows

Single Send

Single send flow (+ pick your gift)

 ✅ ✅ ✅

Send on behalf in a single send

(*if the appropriate setting is applied on the ORG level)

✅

✅

🚫

Custom box in single send

✅

✅

✅

Customize pre-created engagement

✅

✅

✅

Put on hold

✅

✅

✅

Direct send

✅

✅

✅

Bulk Send

Bulk Send (+ pick your gift)

✅

✅

🚫

Customize pre-created campaigns

✅

✅

🚫

Custom box in bulk send

✅

✅

🚫

Send on behalf in bulk send

(*if the appropriate setting is applied on the ORG level)

✅

✅

🚫

One Link

Send a One Link

✅

✅

🚫

Send on behalf in One Link

(*if the appropriate setting is applied on the ORG level)

✅

✅

🚫

Delivery Reports

View sends

✅

Shared + Department

Indiv.

Download Delivery Report

✅

Shared + Department

Indiv.

Edit business reason

✅

Department

Indiv.

Edit Expiration Date

✅

Department

Indiv.

Cancel Send

✅

Department

Indiv.

One Link Manager

View list

✅

Department

🚫

View summary of one link send

✅

Department

🚫

Edit One Link

✅

Department

🚫

Activate One Link

✅

Department

🚫

Stop/Deactivate One Link

✅

Department

🚫

Automated Campaigns

Create Automated Campaign

✅

🚫

🚫

Edit Automated Campaign

✅

🚫

🚫

Deactivate/Activate Automated Campaign

✅

🚫

🚫

Delete Automated Campaign

✅

🚫

🚫

Management

Department Management

View list of departments

✅

🚫

🚫

Add department

✅

🚫

🚫

Edit department

✅

🚫

🚫

Department Budget Management
(*if the appropriate setting is applied on the ORG level)

View list

✅

Department and Indiv.

Indiv.

Add budget

✅

🚫

🚫

Edit budget

✅

🚫

🚫

User Management

View list of users

✅

Department only

🚫

View user details

✅

Department only

🚫

Add user

✅

🚫

🚫

Edit user

✅

🚫

🚫

Delete user

✅

🚫

🚫

Inventory Management

View list of inventory

✅

Department

Dep.

View inventory details

✅

🚫

🚫

Download Inventory Report

✅

🚫

🚫

Low Inventory Notification

Pop-up once a day

✅

Department items

🚫

Manual trigger popup
(account menu)

✅

Department items

🚫

Campaign Management

View list of campaigns

✅

Department

Dep.

Download CSV of campaigns

✅

🚫

🚫

View campaign details

✅

Department

🚫

Add campaign

✅

🚫

🚫

Edit campaign

✅

🚫

🚫

Delete campaign

✅

🚫

🚫

Template Management

View list of templates

✅

Department

Dep.

Add template

✅

Department

🚫

Edit template

✅

Department

🚫

Delete template

✅

Department

🚫

Business Reason Management

View list of business reasons

✅

✅

✅

Add business reason

✅

🚫

🚫

Edit business reason

✅

🚫

🚫

Delete business reason

✅

🚫

🚫

Claim Link Template Management

View the list of templates on the manager

✅

Department

Dep.

Add claim link template

✅

Department

🚫

Edit claim link template

✅

Department

🚫

Activate/Deactivate claim link template

✅

Department

🚫

Archive template

✅

Department

🚫

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