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How to Manage User Roles and Permissions in 4Geeks Perks

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Effective team management relies on ensuring the right people have the right access to your company resources. 4Geeks Perks offers a Centralized Management system that allows administrators to control who can view analytics, manage budgets, or simply utilize employee benefits.

By correctly configuring user roles and permissions, you ensure the security of your corporate wallet data while empowering managers to handle their teams independently. This article guides you through the process of assigning roles, modifying permissions, and understanding the access levels within the platform.

Prerequisites

To manage user roles, ensure you meet the following requirements:

  • Administrative Access: You must have an active “Admin” account on the 4Geeks Console.
  • Active Subscription: Your organization must have an active subscription to 4Geeks Perks.
  • Employee Data: Employees must already be invited or imported into the system. (If you have not added employees yet, please refer to our guide on onboarding).

Understanding User Roles

Before assigning permissions, it is important to understand the hierarchy available within 4Geeks Perks. The platform typically supports the following role structures to facilitate Centralized Management:

  • Administrator: Has full access to all features, including billing, global budget allocation, Real-time Analytics, and system configurations.
  • Manager: Can manage specific teams, approve perk requests, and view reports relevant to their department. They cannot modify global billing settings.
  • Employee/User: The standard end-user role. They can access the Perk Catalog, view their personal wallet balance, and utilize their 4Geeks Perks Card.

Step-by-Step Instructions

Follow these steps to modify user roles and permissions.

Step 1: Access the Administration Dashboard

  1. Log in to your account at 4Geeks Console.
  2. Select the Perks module from the main navigation menu.
  3. Click on the Settings gear icon or the Team Management tab located in the sidebar.

Step 2: Locate the User

  1. In the Team Management view, you will see a list of all active users.
  2. Use the search bar to find the specific employee whose role you wish to modify.
  3. Click on the user’s name or the Edit (pencil icon) button next to their profile.

Step 3: Assign or Modify Role

  1. In the user profile modal, locate the Role or Permissions dropdown menu.
  2. Select the appropriate role (e.g., Manager or Administrator) based on the access level required.
  3. Tip: If you are assigning a “Manager” role, ensure you also select the specific department or group they are responsible for monitoring.

Step 4: Save Changes

  1. Review the changes to ensure accuracy.
  2. Click the Save or Update User button.
  3. The system will update the permissions immediately. The user may need to refresh their browser or re-login to see the new administrative options.

Common Use Cases

Scenario 1: Delegating Budget Oversight

Situation: Your company is growing, and the HR Director needs help managing transportation benefits. Application: You promote a Logistics Coordinator to a “Manager” role within 4Geeks Perks. Result: The Logistics Coordinator can now view reports on Corporate transportation and Parking usage for their specific team, without having access to the company’s master billing information.

Scenario 2: Onboarding a New Finance Officer

Situation: A new Finance Officer joins and needs to analyze consumption trends to optimize costs. Application: You assign the “Administrator” role to the new hire. Result: They gain immediate access to Advanced reports, allowing them to review the Monthly breakdown of served services and Real-time Analytics to make data-driven budget decisions.

Troubleshooting

Issue 1: A user cannot see the “Settings” tab

  • Cause: The user likely has the “Employee” role, which restricts access to administrative configurations.
  • Solution: An existing Administrator must log in to the 4Geeks Console and upgrade the user’s role to “Administrator” or “Manager.”

Issue 2: Role changes are not reflecting

  • Cause: Browser caching or session timeouts can delay updates.
  • Solution: Ask the user to log out and log back into 4Geeks Perks. If the issue persists, clear the browser cache.

Issue 3: Unable to delete an Administrator

  • Cause: Security protocols often prevent an organization from having zero administrators.
  • Solution: Ensure there is at least one other active Administrator account before attempting to remove or downgrade an existing Admin.

Conclusion

Properly managing user roles in 4Geeks Perks is essential for maintaining a secure and efficient employee benefits program. By leveraging Centralized Management, you can delegate responsibilities effectively while keeping sensitive data protected.

For further assistance with account configurations, please contact our Support team or visit the 4Geeks Help Center.