About users and roles
Learn what users are in Joy, how to view them and their profiles, and what admins and users can each see and do.
Users are the people who have access to your Joy account, such as learners, administrators, and learning coordinators. Every user has their own profile with useful information, such as personal details and contact information.
Roles
Access controls define what users can see and do in your Joy account. While we are building out a robust, flexible permissions system (coming soon!), access is currently controlled by assigning users one of two roles: Admin or User.
Admins have full access to everything in your account, while users have a streamlined experience designed to help them focus on their daily work and learning.
| Capability | Admin | User |
|---|---|---|
| View content in the Knowledge Center | Yes | Yes |
| Search the Knowledge Center | Yes | Yes |
| Add and update all assets (folders, files, and FlexDocs) in the Knowledge Center | Yes | No |
| Chat with the Knowledge Assistant | Yes | Yes |
| Manage Assistants | Yes | No |
| Manage all users (add new users, update existing users, and control whether someone is an admin) | Yes | No |
| Assign tasks | Yes | No |
| View tasks | Yes — admins can view tasks assigned to them and other users | Yes — users can view tasks assigned to them |
| Complete assigned tasks | Yes | Yes |
| Manually close tasks | Yes | No |
Only the admin who assigned a task can manually close it. See Editing a task.
To learn how to set a user's role, see Managing users.
Users page
To get to the Users page, go to the Management Center and click Users. From here, you can add, view, and manage all of the users in your account.
Each user is displayed on a separate card, alongside their profile picture, name, and title. Click a user's card to view their profile.
To search for a user, type their name into the search bar.
Viewing a user's profile
To view a specific user's profile, go to the Users page and click the user's card. This opens the User Admin panel.
At the top of the panel, you'll see the user's name, profile picture, status, title, and the current time, adjusted for their time zone. There's also a More Actions icon that lets you edit the user's details.
The User Admin panel features two tabs: Overview and Details.
Overview tab
The Overview tab includes an About section that might include the user's bio, their job skills, employment details, areas of expertise, or fun facts.
Below the About section, a row of boxes shows how many tasks the user currently has at each stage: Assigned, In Progress, In Warning, and Overdue. A Completed box shows how many tasks the user finished within the last 30 days. Below the boxes, a graph shows tasks assigned to the user and tasks they finished, to highlight their overall progress.
Details tab
The Details tab contains all of the user's information and settings, organized into sections.
- Basic Info: General information about the user, such as their first and last name, pronouns, title, timezone, email, and status.
- Appearance: The user's profile picture and banner image.
- Profile: The user's Knowledge Assistant, role, and support team login access.
- Contact: The user's primary and mobile phone numbers.
- Address: The user's address, city, region, and country.
- Coordinators: The user's supervisor or another individual with a direct relationship with them.
- Custom Fields (coming soon!): Any unique information tracked by your account.
- Advanced: The ID you can use to reference the user if you're using the Joy API.
For a full description of every field and how to change it, see Managing Users.