Use this article if
Use this article if you want to:
Understand the difference between Regular User, Manager, module-specific administrator, Company Administrator, Account Owner, and Executive Administrator.
Understand what a Supporter license is.
Decide which access level a user should have.
Understand when to use a module-specific admin role instead of Company Administrator.
Understand the difference between Manager, Company Administrator, and Account Owner.
Do not use this article if you already know which access level to assign and only need to update a user. In that case, go to How to change user access?
Do not use this article if something is not working, for example if a user cannot see screens, dashboards, users, or settings. In that case, go to How do I fix common access and permission issues in SalesScreen?
In short
SalesScreen uses roles to control what each user can see, do, and configure. Most users should have one clear role:
Regular User – uses SalesScreen day to day.
Manager – manages and motivates the users in their own team(s), department(s), or company.
Module-specific administrator – manages one specific area, such as users, screens, targets, rewards, or competitions.
Company Administrator – has full access within one company.
Account Owner – has Company Administrator access and can also purchase licenses and manage subscriptions.
Executive Administrator – has full access across all connected company accounts.
Supporter is a separate license type with read-only access. It is not a role.
Rule of thumb: give users the lowest access level that still lets them do their job. One user = one clear role.
What does user access consist of?
Each access level has a different purpose and scope.
Access | Purpose | Typical use |
Regular User | Normal end-user access | Sales reps, team members, users who consume SalesScreen |
Manager | Run and motivate own team(s), department(s), or company | Team leaders and department managers |
User Administrator | Manage users | Local admins, HR, or operations |
Statistic Administrator | View reports and dashboards | Reporting users who should not configure the system |
Screen Administrator | Manage screens and displayed content | People responsible for TV screens |
Target Administrator | Manage targets | People responsible for target setup |
Competition Administrator | Manage competitions and battles | People responsible for engagement activities |
Achievement Administrator | Manage achievements | People responsible for achievement logic |
Coaching Administrator | Manage coaching | Coaches and performance development owners |
Reward Administrator | Manage rewards, coins, and reward requests | Reward shop or reward budget owners |
Company Administrator | Full admin access within one company | Central system owners or operations |
Account Owner | Company Administrator access plus licenses and subscriptions | Contract owner or person managing licenses |
Executive Administrator | Full access across all connected company accounts | Central super-admins |
Where access is set
Access is set on each user’s profile. In the left-hand menu, click Manage, then under Company, click Users, and select the user.
Admin roles are set on the Admin access tab. The roles are shown with short names: Account Owner, Company, User, Statistics, Screen, Target, Competition, Achievement, Coaching, and Reward.
Which teams the module-specific admin roles apply to is set in Limit access to selected teams on the Admin access tab.
Which departments or teams a Manager manages is set on the Manager access tab.
For step-by-step instructions, see How to change user access?
Regular Users
Regular Users are the normal end-users of SalesScreen. They use what admins and managers have configured, but they do not configure the system themselves.
Regular Users can:
View the feed, dashboards, scorecards, rewards, their profile, and gamification elements.
Create their own missions and battles, if those modules are available.
Participate in competitions, coaching, and other features as configured.
Regular Users cannot:
Create competitions. Only Managers and admins can create competitions.
Access Manage settings.
Use this role for most users in SalesScreen.
Supporter license
Supporter is a separate license type with read-only access. It is not a role.
Use a Supporter license for people who need to see SalesScreen but do not take part in performance activities themselves.
Manager
The Manager role is for team leaders who need to run and motivate the people they manage, without getting full company-wide admin rights.
Manager scope
A Manager is scoped to one of these:
One or more teams
One or more departments
The whole company (Company Manager). A Company Manager has access to all departments and teams in the company.
The scope is set on the user’s Manager access tab. Turn on Company Manager, or under Assign, click Edit next to Departments or Teams, select the departments or teams, and click Save.
What a Manager can do
A Manager has everything a Regular User has, plus:
Create and manage competitions for their team. Managers can only edit competitions they created themselves.
Create and assign missions for team members.
Set target values for team members.
Set up and manage battles for their team.
Access team data on dashboards.
View, import, and export reports for those they manage.
Access Organization for their own teams only.
Use cohorts, depending on each cohort’s privacy setting.
Manager Battles
Managers can challenge another manager to a Manager Battle. The score is the combined sum of all users managed by each manager.
To start a Manager Battle on the web:
In the left-hand menu, under Gamification, click Battles.
Click New Battle.
Click Manager.
Under Who do you want to battle?, choose the manager you want to battle.
Extra permissions for Managers
A Company Administrator can give all Managers in the company extra permissions. Go to Manage → Settings → Privacy, and open the Users, Admins & Managers tab:
Manager can manage dashboards: Managers can create, edit, and delete widgets on dashboards they have access to.
Manager can manage screen content: Managers can create, edit, and delete slides and playlists they have access to.
Manager can approve rewards: Managers can approve or deny reward requests from users in their team.
Each permission applies to all Managers in the company when it is turned on.
Role philosophy
Managers should be able to run their team day to day without needing help from admins, but they should not have access to company-wide configuration. This keeps the setup both safe and easy to understand.
Module-specific administrator roles
Module-specific administrator roles are for users who need to manage one specific area of SalesScreen. Normally, you give a user one of these roles instead of combining many different roles.
When you give a user a module-specific admin role, use Limit access to selected teams on the Admin access tab to choose which teams the role applies to. Select All to give access to all teams.
Some modules depend on your subscription. A module-specific admin role is only useful if the module is enabled for your account.
User Administrator
Purpose
Manage users within their assigned teams.
Can
Create and edit users in the teams selected in Limit access to selected teams.
Cannot
Edit users outside those teams.
Use this role for local admins, HR, or operations users who manage people in part of the company.
Statistic Administrator
Purpose
Work with reporting and dashboards, without full admin rights.
Can
View dashboards (view only).
View reports.
See data for all users. Statistic Administrators always have access to all user data.
Cannot
Edit dashboards.
Use this role for users who need insight and reporting, but should not configure how SalesScreen is set up.
Screen Administrator
Purpose
Manage screens and what is shown on them.
Can
Manage screens, playlists, and slides.
Use this role for people who control TV screens or other displays.
Target Administrator
Purpose
Own the target setup.
Can
Create and edit targets.
Use this role for people responsible for targets, without giving them broader admin access.
Competition Administrator
Purpose
Run and maintain competitions.
Can
Create and edit competitions.
Start battles.
Use this role for users who drive engagement through competitions.
Achievement Administrator
Purpose
Manage achievements.
Can
Create and edit achievements.
Use this role for users who design and maintain achievement logic.
Coaching Administrator
Purpose
Run coaching.
Can
Create coaching sessions.
Access all coaching programs, with limited statistics about coaches and participants.
See session details only for sessions that are marked as public.
Session details, such as responses to preliminary questions, notes, and tasks, are by default only visible to the coach and the participant.
Use this role for people responsible for coaching and performance development.
Reward Administrator
Purpose
Manage rewards and coins.
Can
Manage rewards and coins.
Approve or deny reward requests.
Use this role for users who own the reward shop or reward budget.
If you are unsure who the administrator is for your team, ask your manager or designated admin.
High-level admin roles
High-level admin roles give broad access and should only be used for a small number of trusted people.
Company Administrator
Purpose
Full administrative control within a single company.
A Company Administrator has full access to all company settings and data. There is no restricted version of this role.
These areas are only available to Company Administrators, Account Owners, and Executive Administrators:
Manage → Settings
Manage Feeds
Scorecard configuration
XP configuration
Configuration of all modules
Use this role only for people who must have company-wide configuration access.
Account Owner
Purpose
Commercial and administrative owner of one SalesScreen account.
An Account Owner has the same system access as a Company Administrator. In addition, Account Owners can purchase licenses and manage subscriptions.
This role is typically used for the person who owns the contract and commercial responsibility.
Executive Administrator
Purpose
Full control across all connected company accounts.
An Executive Administrator can:
See and change everything in all connected company accounts.
Move users between connected accounts.
Use this role only for a very small number of central super-admins.
What users can see depends on privacy settings
The role decides what a user can do. The privacy settings decide whose data and activities users and managers can see.
The privacy settings apply to the whole company. A Company Administrator sets them in Manage → Settings → Privacy, on the Users, Admins & Managers tab.
Gamification elements cover achievements, battles, competitions, endorsements, and rewards. Choose who Admins and Managers, and who Users, can view these for.
Data elements cover key metrics, scorecards, and competition data. Choose who Admins and Managers, and who Users, can view these for.
The options include All users, Users in the team(s) they manage, and users in the same department(s).
Two exceptions apply:
Statistic Administrators always see data for all users.
Regular Users only see competitions they participate in, regardless of the data element settings.
These company-wide settings are different from the Privacy tab on a user’s profile. The Privacy tab controls settings for that one user, for example Hide From Feed, Hide From Screen, and email subscriptions.
Manager vs Company Administrator – what’s the difference?
Manager and Company Administrator are easy to confuse, because both roles can manage parts of SalesScreen. The difference is scope.
Manager = manages and motivates the users in their own team(s), department(s), or company.
Company Administrator = can see and change everything in the company.
A Company Manager has access to all departments and teams, but does not have access to company settings.
Rule of thumb: if the user only needs to run their own team, use Manager. If they need to configure the whole company, use Company Administrator.
Account Owner vs Company Administrator – what’s the difference?
An Account Owner has the same system access as a Company Administrator, but can also purchase licenses and manage subscriptions.
Company Administrator = full system access within one company.
Account Owner = full system access plus licenses and subscriptions.
Rule of thumb: Company Administrators run the system. Account Owners own the subscription.
Module-specific admin vs Company Administrator – what’s the difference?
A module-specific admin manages one area of SalesScreen. A Company Administrator manages everything.
For example:
If someone only manages TV screens, use Screen Administrator.
If someone only manages rewards, use Reward Administrator.
If someone only manages targets, use Target Administrator.
If someone needs access to all settings and all modules, use Company Administrator.
Rule of thumb: use a module-specific role when the user owns one area. Use Company Administrator only when they need company-wide control.
A practical example
A company is setting up access for a new SalesScreen rollout.
Sales reps get Regular User access, so they can view dashboards, follow the feed, and participate in competitions.
People who only need to follow results get a Supporter license.
Team leaders get Manager access for their teams, so they can run their own teams, manage competitions, set targets, and follow up on performance.
The person responsible for office TVs gets Screen Administrator access.
The person responsible for targets gets Target Administrator access.
The person responsible for the reward shop gets Reward Administrator access.
A central operations owner gets Company Administrator access.
The person responsible for the contract and licenses gets Account Owner access.
This setup gives each person enough access to do their job, without giving unnecessary company-wide permissions.
How to choose the right access level
Start from the user’s main job
Team leaders are usually Managers.
Central system owners or operations users are often Company Administrators.
People responsible for one area, such as targets, screens, rewards, or users, should usually get one module-specific admin role.
People who need to see results but do not take part in activities can have a Supporter license.
Use the lowest access that still lets them do their job
If the user can do their job as a Manager, do not make them Company Administrator.
If Managers need to manage dashboards, manage screen content, or approve rewards, turn on that permission in the privacy settings instead of giving broader admin access.
If the user only needs to manage screens, give Screen Administrator instead of broader admin access.
If the user only needs to manage rewards, give Reward Administrator instead of broader admin access.
Keep high-level admin roles rare
High-level admin roles should be limited to a few trusted people:
Executive Administrator
Account Owner
Company Administrator
Most users should be Regular Users, Managers, or module-specific administrators.
Frequently asked questions
Which role should a normal user have?
Most users should be Regular Users. This lets them use SalesScreen, view relevant dashboards and scorecards, interact with the feed, create their own missions and battles, and participate in configured features.
What is the difference between a Regular User and a Supporter?
A Regular User takes part in performance activities such as competitions and missions. Supporter is a separate license type with read-only access.
Which role should a team leader have?
Team leaders should usually be Managers. This gives them access to run and motivate their own team(s), without giving them full company-wide admin rights.
Can a Manager manage dashboards, manage screen content, or approve rewards?
Yes, if a Company Administrator turns on Manager can manage dashboards, Manager can manage screen content, or Manager can approve rewards in Manage → Settings → Privacy. Each setting applies to all Managers in the company.
Can a Manager battle another manager?
Yes. On the web, go to Battles, click New Battle, click Manager, and choose the manager you want to battle. The score is the combined sum of all users each manager manages.
Who should be a Company Administrator?
Use Company Administrator for people who need full access to all settings and data in one company. This role should be limited to a few trusted users.
Who should be an Account Owner?
Use Account Owner for the person who owns the subscription and purchases licenses.
Who should be an Executive Administrator?
Use Executive Administrator only for a very small number of central super-admins who need full access across all connected company accounts.
What role should I use if someone only manages one area?
Use a module-specific administrator role:
Screens → Screen Administrator
Targets → Target Administrator
Rewards → Reward Administrator
Users → User Administrator
Achievements → Achievement Administrator
Competitions and battles → Competition Administrator
Coaching → Coaching Administrator
Reports and dashboards → Statistic Administrator
Can I give someone multiple roles?
Normally, try to give each user one clear role. If a user seems to need many roles, first check whether they should instead have Manager, Company Administrator, or a specific module administrator role.