Early adopter release: Create and assign custom Best-Self Review® roles

👥 Only account admins can create custom Best-Self Review® roles.

15Five’s custom Best-Self Review® roles allow you to grant individuals only the permissions and visibility they need. Maybe you’re holding a review cycle with every department in your company, but you want to grant someone visibility into only one group’s review results. Or perhaps you don’t want someone to have full review admin visibility into review cycles, but you want them to be able to manage review settings and cycle participants. Whatever your use case, custom roles can help you tailor review permissions in a way that works for your organization.

In this article you will learn:

• What permissions exist for custom roles
• How to create a new role or edit an existing role
• How to assign custom roles to individuals or edit what roles are assigned to an individual

Custom role permissions

Cycle management (all cycles or cycle-specific)

• Add or Remove Participants
• Clone Cycle
• Create Cycle (all-cycle permission only)
• Delete Cycle
• Edit Current Cycle
• Edit Future Cycle
• Edit Individual Settings
• Lock/Unlock Ended Cycle
• View Review Cycle Progress
• View [and download] Review Cycle Results (includes visibility into Private Manager Assessments)

Template question management

• Manage Templates (all templates only)

Create a new role

1. Click on the settings gear in the top, right-hand corner of your 15Five account.
   
2. Select ‘People’ from the dropdown menu.
3. In the top navigation bar, click to open the ‘Roles’ tab. If at any point you want to see a full list of custom Best-Self Review® roles your organization has created, you can do so by opening this tab.
4. Click Create a new role.
5. Provide the following information for your custom role: Role name, Role description (optional), and Will this role be applied to all cycles, or be specific to an individual cycle(s)?
6. Now, check the boxes next to the permissions you want this role to have. Please refer to the previous section of this article (“Custom role permissions”) for more information about what each of these permissions entails.
7. Once you’re done, click the Save button at the bottom of the page to save your role.

Edit an existing role

If at any point you need to edit an existing role, you can do so by opening the ‘Roles’ tab and clicking into the role you want to edit.

Role settings will open. From here, make any desired edits, then Save your changes at the bottom of the page.

Assign custom roles to individuals

1. Click on the settings gear in the top, right-hand corner of your 15Five account.
   
2. Select ‘People’ from the dropdown menu.
3. Search for the name of the person you want to assign the role to, then click on their name to open their individual settings.
4. You’ll be directed to the ‘Individual settings’ page for that user. From here, click ‘Permissions’ in the top navigation bar.
5. Push the Assign a role button (if this it the first role being assigned to the person) or Manage roles (if the person already has roles assigned to them).
6.  You are now on the ‘Manage roles for individual’ page. This page is divided into three sections: 1) Roles for all cycles, 2) Roles for current review cycles, and 3) Roles for ended review cycles.

‘Roles for all cycles’ section

The 'Roles for all cycles' section includes custom roles that were created for all cycles. This section will only appear if someone in your company has created an all-cycles role.

To assign an all-cycles role to an individual, click into the ‘Select role’ field (in the “Role name” column) to see select the appropriate role. If the role you’re assigning includes “View Review Cycle progress” and “View Review Cycle results”, you can select which groups these permissions should give the individual visibility into in the ‘Assigned Group(s)’ field.

‘Roles for current review cycles’ section

The 'Roles for current review cycles' section includes a list of all of your organization’s current review cycles. Here, you can assign cycle-specific roles to an individual.

Next to the review cycle you want to assign a role for, click into the ‘Select role’ field (in the “Role name” column) to see a dropdown list of all cycle-specific roles. Hover over the ? to see what permissions the role has. If the role you’re assigning includes “View Review Cycle progress” and “View Review Cycle results”, you can select which groups these permissions should give the individual visibility into in the ‘Assigned Group(s)’ field. Otherwise, the “Assigned Group(s)” column will be grayed out.

‘Roles for ended review cycles’ section

The Roles for ended review cycles section includes a list of all of your organization’s ended review cycles. Here, you can assign cycle-specific roles to an individual for ended review cycles.

Under ‘Review cycle names’, select the ended cycle you want to assign a role for. Then, select the appropriate role in the ‘Role name’ column. If the role you’re assigning includes “View Review Cycle progress” and “View Review Cycle results”, you can select which groups these permissions should give the individual visibility into in the ‘Assigned Group(s)’ field. Otherwise, the “Assigned Group(s)” column will be grayed out.

7. Once you’ve assigned all desired roles for the individual whose role permissions you’re editing, click Save at the bottom of the page.

8. If at any time you want to edit or remove what roles are assigned to a person, you can do so by opening their individual permission settings (by following steps 1-4 above) and clicking Manage roles. Make desired edits to the individual's role assignments, then Save your changes.

Related articles 📖

• What roles exist in a Best-Self Review® cycle
• How to add a review admin
• How to add a cycle collaborator