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Assigning Roles

Learn how to assign appropriate roles to users in your Axvero organization to ensure proper access levels and workflow management.

Overview​

Role assignment determines what users can access and what actions they can perform within the system. Proper role assignment is essential for security, compliance, and efficient workflow management.

Team Member Roles​

Your organization's employees who manage operations and interact with clients:

  • Administrator - Full system control, user management, system configuration
  • Senior Case Manager - Team supervision, application approvals, advanced reporting
  • Case Manager - Client interaction, application processing, standard operations
  • Document Reviewer - Document verification, quality control, compliance checking
  • Customer Service Representative - Client communication, support, basic information access

Organization Roles​

External organizations or professionals who assist users with their applications:

  • Licensed Immigration Organization - Full professional licensing, all application types, independent practice
  • Migration Consultant Organization - Specialized migration focus, specific visa types, consultant certification
  • Legal Organization - Legal qualification, representation authority, document certification
  • Educational Organization - Education sector specialization, student visas, institutional partnerships

User Roles​

Individuals applying for services through your organization:

  • Standard Portal Access - Basic self-service, straightforward applications, tech-comfortable users
  • Premium Portal Access - Enhanced support, complex applications, dedicated assistance
  • Guided Portal Access - Step-by-step guidance, maximum support, less tech-savvy users

Assigning a Role to Team Member​

  1. Navigate to Settings → Users → Team Members
  2. Select the team member you want to assign a role to
  3. Click "Edit User" or "Assign Role"
  4. Choose a role from the dropdown menu:
  5. Set additional parameters:
    • Effective date
  6. Click "Save Assignment"

Assigning a Role to Organization​

Assign organization roles to external organizations or professionals who assist users. Ensure all verification requirements are met before assignment. Before assigning organization roles, verify:

  • Professional license status
  • Registration with regulatory bodies
  • Professional indemnity insurance
  • Required documentation uploaded
  1. Navigate to Users → Organizations
  2. Select the organization profile
  3. Click "Assign Organization Role"
  4. Save role assignment

Assigning a Role to a User​

Assign portal access roles to users based on their needs and support requirements.

  1. Click "Assign Portal Role"
  2. Select the appropriate access level
  3. Configure portal settings:
    • Language preferences
    • Communication channels (email, SMS, phone)
    • Document permissions
    • Payment access
  4. Set family access (if applicable)
  5. Save assignment and send portal invitation

Modifying and Updating Roles​

Changing a User's Role​

For Individual Users:

  1. Find a user in a respective user management section
  2. Click "Edit Role"
  3. Select a new role or modify permissions
  4. Set an effective date for changes
  5. Add reason for role change
  6. Save modifications

Role Change Notifications:

  • User receives email notification of role change
  • Manager notification (if applicable)
  • Audit log entry created

Temporary Role Assignments​

For temporary access or coverage situations:

  1. Access user profile
  2. Click "Temporary Role Assignment"
  3. Select a temporary role
  4. Set start and end dates
  5. Specify the reason for temporary assignment
  6. Configure automatic role reversion

Managing Role Conflicts and Dependencies​

Role Conflicts​

When assigning multiple roles to a single user:

  1. Check for conflicting permissions: System alerts for incompatible roles
  2. Resolve conflicts: Choose a primary role or create a custom permission set
  3. Document exceptions: Record reasons for unusual role combinations
  4. Regular review: Monitor users with multiple roles for conflicts

Role assignment is a critical administrative function that directly impacts user experience, system security, and organizational efficiency. Regular monitoring and review of role assignments ensures they continue to meet organizational needs.