Roles and what each can do
Everyone who uses VirgilTrack has one of four roles. Your role decides which menu items and pages you see, and what you can change. This page gives the big picture; for the full list, see Who can do what.
The four roles at a glance
Section titled “The four roles at a glance”| Role | Who has it | What they mostly do |
|---|---|---|
| Employee | Staff and officers in a department | Work on their tasks, write a weekly work report, and keep their department’s risks up to date. |
| Manager | Department managers and team leaders | Run a department or team: its risks, its initiatives, and its people’s weekly reports. |
| CEO | The head of the organisation | Leads the strategic plan, reads the whole organisation’s reports, and decides who does what. |
| Administrator | VirgilTrack’s own platform staff | Review sign-ups, look after every organisation on the platform, and prepare demos. |
The first three roles belong to people inside one organisation. Administrators work for the platform itself, across all organisations.
Employee
Section titled “Employee”Employees do the day-to-day work. They usually:
- work on the tasks in Tasks, and confirm work VirgilTrack found in their email under From your email;
- write their weekly work report, which goes to their manager (see Your weekly report);
- record and follow up their department’s risks in the Risk Register and on the Kanban Board;
- see the Work Reports and Calendar pages in Execution.
New to VirgilTrack? Follow Your first week as an employee.
Manager
Section titled “Manager”Managers are responsible for a department, or for a team of people who report to them. There are two kinds:
- A department manager manages a whole department. At sign-up, this is the person marked Dept. Manager.
- A team manager has people reporting to them, without managing a whole department.
Managers usually:
- review their team’s weekly reports, then send their own report to the CEO (see Review your team’s reports);
- manage their department’s risks and the controls that reduce them;
- plan and follow the initiatives in their part of the strategic plan;
- delegate tasks and keep an eye on their team’s progress.
In Execution, a department manager sees Department Performance, Initiatives, Budget, Work Reports and Calendar. A team manager sees Initiatives, Work Reports and Calendar.
New to the role? Follow Your first week as a manager.
The CEO leads the organisation in VirgilTrack. The CEO usually:
- leads the strategic plan in Execution: objectives, KPIs, budget and annual plans;
- reads the work reports that managers send up;
- watches the whole organisation on the CEO Dashboard;
- invites people, and sets their roles and reporting lines under Roles & permissions and Reporting hierarchy (see Settings);
- decides who can open extra Execution pages, under Manage.
The menu on the left doesn’t show Risk Register, Kanban Board or Risk Repository to the CEO. Instead, the CEO Dashboard shows risks across the whole organisation.
Setting up an organisation that is new to VirgilTrack? Follow Set up your organisation, step by step.
Administrator
Section titled “Administrator”Administrators are VirgilTrack’s own staff, not members of your organisation. They:
- review and approve new organisations’ sign-up requests (see Review sign-ups);
- look after organisations and their people, for example when a CEO or department manager changes;
- create personal demo links for people who want to try VirgilTrack (see Demo links).
Administrators see three extra menu items: Organizations, Users and Sign Ups. See Platform administration. For an administrator’s part in setting up a new organisation, see step 2 of Set up your organisation, step by step.
Execution pages by role
Section titled “Execution pages by role”Execution holds the strategic plan. Each role sees a different set of its pages.
| Execution page | Employee | Team manager | Department manager | CEO |
|---|---|---|---|---|
| Overview | Yes | |||
| KPIs | Yes | |||
| Objectives | Yes | |||
| Work Alignment | Yes | |||
| Department Performance | Yes | |||
| Initiatives | Yes | Yes | ||
| Budget | Yes | Yes | ||
| Annual Plans | Yes | |||
| Work Reports | Yes | Yes | Yes | Yes |
| Calendar | Yes | Yes | Yes | Yes |
| Manage | Yes |
The CEO can give anyone extra pages on top of their role, under Execution, then Manage. If you open a page you don’t have, VirgilTrack says “You don’t have access to this page” and suggests asking your CEO.
How you get your role
Section titled “How you get your role”- When an organisation signs up, the person in CEO details becomes the CEO, each person marked Dept. Manager becomes a Manager, and everyone else becomes an Employee. See Sign up your organisation.
- When you’re invited later, the person who invites you chooses whether you’ll be a manager.
- Afterwards, the CEO can change people’s roles and choose department managers on the Role Management page. Open it from Your picture, then Roles & permissions.
- VirgilTrack keeps roles in step with the reporting lines. Below the CEO, anyone who manages a department or has people reporting to them is a Manager, and everyone else is an Employee. VirgilTrack checks this from time to time, for example when the CEO opens or changes Roles & hierarchy (Your picture, then Reporting hierarchy). So a role set on Role Management can change back if it doesn’t match the reporting lines. To make someone a Manager, make them a department’s manager or place people under them in Roles & hierarchy.