Organization and Access Management

Organization and Access Management

Use this guide to keep access clean as your DashboardGenius rollout expands.

Core Access Model

DashboardGenius supports organization-level membership with role-based access:

• admin: manage members, roles, and workspace-level settings
• member: collaborate in day-to-day analysis workflows

Keep admin access limited to accountable owners.

Use role changes deliberately. Access level controls permissions, while member details such as title or job function help the product keep onboarding and engagement more relevant.

People & Team Overview

Use People & Team as the control point for organizational setup.

Depending on your role, this area may include:

• Team Members
• Stakeholders
• Ops Watch settings
• Pending invites and invite follow-up

This keeps reporting, collaboration, and ownership setup in one place instead of spreading it across separate admin habits.

For most organizations, this becomes the home for three distinct admin jobs:

• access and invite management
• report-recipient and stakeholder upkeep
• Ops Watch ownership and monitoring setup

Recommended Admin Coverage

Maintain at least two active admins per organization so work does not stall during PTO or role changes.

Typical pairing:

• One operations owner
• One analytics or systems owner

Invite Workflow Best Practices

When inviting users:

1. Confirm email address and intended role
2. Send invite with the minimum required permissions
3. Follow up if invite remains pending
4. Revoke stale invites that are no longer needed

Use role changes after onboarding rather than over-permissioning on day one.

Pending invites should be treated as live setup work, not ignored background admin noise. A stale invite often means the real owner still does not have access.

Stakeholders and Report Recipients

Stakeholders are useful when someone needs scheduled visibility without full day-to-day product access.

Good stakeholder records include:

• Full name
• Current title
• Current email address
• Clear reason they receive reports

Review stakeholder lists on the same cadence as scheduled-report recipient audits.

Use stakeholders for delivery and visibility, not as a substitute for assigning an internal owner to the workflow.

Custom email recipients can still be useful for one-off delivery, but stakeholders are better when the same people should keep receiving updates over time.

Team Members: Access vs Job Context

DashboardGenius keeps two different ideas separate:

• Access role controls permissions
• Job title and function help the product keep onboarding, nudges, and workflow guidance relevant

Do not use admin access as a substitute for good member metadata. The product works better when the person is described accurately as well as permissioned correctly.

Role Change and Member Removal

Before changing roles or removing members:

• Confirm ownership handoff for Workspaces and recurring workflows
• Confirm stakeholder-facing report ownership still has an accountable internal owner
• Reassign Ops Watch review ownership if needed
• Ensure at least one other admin remains
• Reassign critical scheduled-report responsibilities

Treat access updates as operational changes, not only admin tasks.

Multi-Plant or Multi-Team Structure

If your org spans multiple plants:

• Use clear Workspace naming by plant and function
• Standardize naming patterns before adding many users
• Document where each team should share analysis

This reduces routing confusion and duplicate spaces.

If your organization has plant-specific data sources, keep the same plant labels across sources, Workspaces, and stakeholder-facing reports.

Common Access Issues

User cannot access expected workspace items

Check role assignment, organization selection, and invite acceptance status.

Team ownership becomes unclear

Assign named owners for key Workspaces, recurring workflows, and Ops Watch review.

Reports keep going to outdated recipients

Audit stakeholders, pending invites, and custom email recipients together. Delivery lists drift when ownership changes but People & Team is not reviewed.

Ops Watch has no real owner

Use People & Team to assign accountable review ownership. Automated findings create value only when someone is clearly responsible for triage.

Too many admins over time

Run quarterly access cleanup and downgrade unused admin roles.

Quarterly Access Audit Checklist

1. Review all admins and confirm current ownership need
2. Remove stale pending invites
3. Remove or downgrade inactive users where appropriate
4. Confirm every critical Workspace has an owner
5. Validate report recipient and stakeholder lists after org changes
6. Confirm Ops Watch review ownership still matches your operating team
7. Review pending invites and close the loop on the ones that still matter

Next Guide

Continue with Troubleshooting and FAQ.