Within the MyCompliance platform, you'll find a range of different roles and permissions that can be assigned to users. This flexibility allows you to refine access for user groups or individual users based on organisational need.

User Roles

• Administrator: Has full control of the platform and access to all functionality. (Limitations apply within the Privacy module where an admin is not the record owner.)
• User Management Admin: User Management admins can access User Management, Campaigns/Content Creation, Tools & Reporting.
  • They can also assign the Business User role to basic users and manage relevant platform and user access.
  • The option to make a user an 'admin' during single-user upload is not available for this role.
  • Licence count is not visible for this role.
• Business User: Has restricted or customised permissions and generally fewer privileges than an admin. They can be locked down to manage assigned User Groups and Categories within the platform.
• Data Protection Officer: Has full control of the platform and access to all functionality. (Available only when the Privacy module is enabled.)
• Data Champions: Have access to all Privacy Registers, but with restricted visibility—only records they own are displayed.
  • They also have access to: 
    • Campaigns
    • Creation of policy, learning, survey and phish content
    • Content Adoption Reports
    • Privacy Overview/Privacy Reporting
    • (Available only when the Privacy module is enabled.)
• User: General end user with access to assigned policies and training. They can also be targeted with phishing simulations.

Updating User Roles

Roles can be updated by navigating to Profile → Admin View → User Management → Permissions. 

The layout of this area may differ depending on your user set‑up (SCIM, AD Sync, Federated, or Email‑based).

Assigning Permissions

1. Edit User Roles

To update the role for an end user: 

• Enter the user's email address into the search field and click Search.
• Confirm the correct user has been selected and choose Select Role.
• Depending on the required update, select the preferred role you wish to assign.
• The new role will take effect on the user's next logon.

⚠️ Business User note: 

When assigning a Business User role, you must assign the relevant Target Permissions to provide appropriate access to categories and users within the platform. (Select the Target Permissions tab to complete this.)

2. Target Permissions

An administrator can refine the permissions assigned to a Business User.

This user can be assigned: 

• Categories
• Collectives (AD Sync)
• SCIM Groups 
• User Groups (Email-based/Federated Users)

Once assigned, the Business User can: 

• Create and assign content to their assigned groups, collectives or categories
• View reporting data specific to their assigned groups, collectives or categories

Alternatively, if a Business User needs organisation‑wide targeting capabilities, select Access Target Tree. This allows them to uncheck the 'Make course and policy private' option during publishing.

⚠️ Note: Always select  Save Permissions after making any changes.

Further Information on Business User Access

If a Business User has been assigned only ONE User Group: 

They can also be assigned the User Permission allowing them to manage and control membership of that group.

To assign this permission: 

• Navigate to Profile → Admin View → User Management → Permissions → User Permissions → Select Role (Business User) → Select User (Username) → Tick User → Click Save Permissions.

If a Business User has been assigned TWO or more User Groups: 

They cannot manage or control the membership of these groups. 

They can, however: 

• Continue to target content to the assigned groups
• View the corresponding reporting
• In this scenario, an administrator or User Management admin can control the membership of the User Groups on behalf of the Business User.
• View basic users within their assigned group;
• Complete a single or bulk upload of email users in their group. (The 'Department' field of the upload is prepopulated with their group name.)
• Create Subgroups if their assigned group is not populated with email users. (They can also add email users to these subgroups via the 'Bulk Upload' functionality. The group name must be populated on the upload list for users to be added to the relevant subgroup.)
• Business Users cannot:
  • View the platform Licence Count
  • Upload admin users
  • Add users to groups that have not been assigned to them
  • View Campaign content unless they created it

⚠️ Important

• If a Business User disables an email user, the user will no longer be targeted with content and is removed from the group. At this point, the Business User will lose access to them.
• To delete a Business User who has a group assigned to them, you must reassign that group to another Business User.

3. Group Permissions

This section allows admins to enable or restrict features for:

• Business Users
• User Management admins
• Data Champions

These permissions determine which administrative features appear in the navigation panel.

To update:

• Select the required user role from the Select Role drop-down.
• Tick the relevant permissions that you wish to assign.
• Once all relevant permissions have been applied, select Save Permissions.
  • Note that this updates permissions for all users with that role.
• To change permissions on a user level, as opposed to a user role level, navigate to User Permissions.

4. User Permissions

Steps:

• Choose the required role from the Select Role drop-down.
• Locate the required user.
• Update the permissions as required.
• Select Save Permissions.

⚠️ To restore a user to default, locate the user and select Restore Defaults.

Related Article: 

• What are the different MetaPrivacy permissions/roles?