User Role Permissions

This article explains the different user licenses, permissions, and roles in Happeo, helping admins and users understand how access and responsibilities are structured across pages, channels, and the wider platform.

What are user role permissions?

Understanding roles and permissions is key to maintaining a secure, well-structured intranet. By assigning the right level of access, you ensure people can collaborate effectively without compromising sensitive settings or overloading users with unnecessary controls.

Why roles and permissions matter

By aligning licenses, permissions, and roles, you create an intranet that:

• Maximizes engagement (everyone has the right tools to contribute).
• Protects governance (sensitive areas stay controlled).
• Reflects organizational structure (ownership and editing align with responsibility).
• Saves costs (unseated roles prevent unnecessary seat usage).

The right setup ensures Happeo is both a collaborative space and a reliable source of truth.

User licenses in Happeo

Happeo provides four license levels to reflect different user needs. Assigning the right license helps you make the most of your subscription while aligning access with business requirements:

• Admin: Full administrative privileges. Admins manage the intranet environment, system settings, and user or group permissions.
• Seated: Standard license for active users. These users can create, contribute to, and view channels and pages, as well as access integrations.
• Unseated: No access to Happeo. These users remain in your directory but cannot log in, participate in channels, or view pages.

User permissions

In addition to licenses, admins can grant specific permissions to shape how people interact with the platform.

• Create channels: Enables users to set up new collaboration spaces and manage them.
• Create pages: Allows users to publish and manage pages, ensuring knowledge is documented and discoverable.
• Access branding: Provides entry to Admin Settings > Branding, where users can customize the platform’s appearance.
• Access analytics: Grants access to Happeo’s analytics tool. Users can also export data to support decision-making.

Admins in Happeo

Admins act as the backbone of governance in Happeo. They maintain security, structure, and usability by managing:

• Users and groups: Adding, removing, and updating access.
• Access and security: Controlling login policies and permissions.
• Content governance: Defining who can create or edit pages and channels.

Page and Channel roles

Roles in Happeo differ slightly between Pages and Channels. Together, they define how information flows and how collaboration happens.

Page roles

• Owner: The creator of the page group with full control over its content and permissions.
• Editor: Editors maintain and update content within a page group.
• Author (Legacy Pages Editor): Authors create pages or subpages and have full editing rights over their contributions.
• Viewer: Viewers consume content but cannot make changes.

Channel roles

• Owner: The creator and primary manager of a channel.
• Editor: Editors co-manage channels by adjusting settings, managing members, and posting content.
• Participant: Participants interact with channel content within the boundaries set by owners and editors.

FAQ

Why would I give someone branding or analytics permissions if they’re not an admin?

These permissions are useful for delegating tasks without giving full admin rights.

Can multiple admins exist in the same Happeo environment?

Yes. Most organizations appoint several admins to ensure governance isn’t dependent on a single individual.

What is the difference between accessing Admin Settings and turning on Admin Mode?

• Admin Settings: A centralized console for managing users, groups, and environment-wide configurations.
• Admin Mode: A contextual view that allows admins to step into any page or channel and adjust content or permissions directly.

What happens if a page group owner leaves the company?

A platform Admin should step in and assign new editors to the relevant page group and pages.

Can a user be both a page author and an editor?

Yes. A person who initially creates a page can also be granted Editor rights.

What’s the difference between a channel owner and a channel editor?

The owner is the user who originally created the channel. Beyond that, owners and editors share the same permissions.

Can a participant ever create content in a channel?

Yes, depending on the restrictions set by the owner or editor.

Can permissions be restricted within roles?

No. Roles come with fixed sets of permissions.

Do user licenses automatically dictate their page or channel roles?

No. Licenses define platform access, while roles define content-level permissions.