Access profiles let you define once what each group of people can do on the platform. Each person gets a profile, and when you change the profile, everyone using it changes along with it. The access matrix exports who can do what at any time, in the format used by security audits.
This article covers how the feature is turned on, who can use it, how to create, edit and assign profiles and how to download the access matrix.
How the feature is turned on
Coodesh turns the feature on for each company. When we do, our team also names the first person (or people) who will manage the company's access profiles.
If the Access profiles tab does not show up in Manage users, talk to our team.
Who can use it
The feature has two levels of access:
Who manages access profiles: the people the company named. Only they see the Access profiles tab and the Access matrix button, create, edit and remove profiles, export the matrix and name who else can do it.
Anyone with Manage people and permissions: invites and edits people, picks each person's profile among the existing ones and sees the Profile column in the people list.
To add or remove someone from managing profiles, open the Access profiles tab and use the Who manages access profiles block at the top. Search for the person in Add a person, or click the x next to a name to remove it. The change is saved right away.
You can name people active in the company with the Admin, Manager or Business role.
The list is never empty: to step out, name someone else first.
Every addition and removal is recorded in the activity log and shows up in the access matrix.
Role and access profile
Role (Admin, Manager or Business): the ceiling. A profile never grants anything above its role. A Manager can assign at most the Manager role: the Admin option does not show up for them when inviting, editing a person or creating a profile.
Access profile: a named set of permissions, such as "Recruiting" or "Audit". Each profile has a base role.
Custom: people whose permissions were set just for them, with no profile. This is the case for everyone who was already in the workspace before profiles. Nobody gained or lost access when the feature arrived.
In the People tab, the Profile column shows each person's profile or the Custom tag.
Every workspace starts with three default profiles, named in Portuguese: Administração (Admin, locked), Gerente (Manager) and Negócio (Business).
The Access profiles tab
To open it, click your company logo in the top-left corner, choose Manage users and open the Access profiles tab.
From top to bottom, the tab shows:
the Who manages access profiles block;
consolidation suggestions, when there are any (see below);
the list of profiles, with the base role, how many people hold each one, how many permissions it has and when it last changed. The default and locked tags mark the profiles that come with the platform.
Each profile's action menu has Edit (or View, for the locked profile), Duplicate, See people and Delete. Delete is disabled while someone holds the profile or when it is locked.
How to create a profile
In the Access profiles tab, click Create profile.
Enter a name, choose the base role and, optionally, a description.
Select the permissions. They are grouped by area (Jobs, Briefings, Assessments and so on), and each one shows what it controls. Those above the base role are disabled.
Click Save profile.
You can also start from something that already exists:
Duplicate, in a profile's action menu: the copy starts with the original's base role and permissions, with no people.
Create profile from this person, in the person's action menu in the People tab: the profile starts with the role and permissions they have today.
How to edit a profile
In the profile's action menu, click Edit.
Change the name, description or permissions.
Click Save profile. If the change affects anyone, the platform first shows how many people will have their access changed. Click See who to see what each one gains or loses.
Review it and click Confirm and save.
Everyone holding the profile gets the new access as soon as you confirm. If someone else saves the same profile while you are editing, the platform warns you and asks you to reload before making your change again.
How to delete a profile
You can only delete a profile nobody holds. Use See people to find out who holds it and change their profile first.
The Administração profile is locked: it cannot be edited or deleted. To make a variation, duplicate it.
How to assign a profile to someone
In the People tab, open the person's action menu and click Edit.
Under Access profile, choose the profile. Its base role and number of permissions show right below.
Click Save. The person's permissions become those of the profile, and they are no longer Custom.
Nobody changes their own profile: to change yours, ask someone else who manages people.
How to invite someone with a profile
In Manage users, click Add.
Enter the name and e-mail and choose the role.
Under Access profile (optional), choose the profile. The role becomes the base role of the chosen profile.
Click Save and continue.
Without a profile, the person gets the default profile of the invited role.
Consolidating people already in the workspace
When several people with the same role have exactly the same permissions, the Access profiles tab shows a suggestion, such as "2 people with the Business role hold exactly the same 3 permissions". Click Create a profile with them and name it: the profile is created and the people are linked to it without any change to their access.
Access matrix
In Manage users, click the shield icon, Access matrix, in the top-right corner.
Choose the Start date and End date of the changes you want to include.
Click Download.
Three spreadsheets (CSV) are downloaded:
People: each person, with role, profile, Recruiter Seat, whether they manage access profiles and one column per permission, showing what the platform actually grants.
Dictionary: each permission, what it controls and which roles may hold it.
Changes: who changed whose access in the period, with what was added and removed.
The same window lists what each permission controls, grouped by area. The Dashboard only tag marks the permissions applied by the platform screens, which the API does not check. The export is recorded in the activity log.
Frequently asked questions
I do not see the Access profiles tab. Why?
Either the feature is not on for your company, or you are not among the people who manage the profiles. Anyone with Manage people and permissions sees the Profile column and picks profiles, but not the tab. Ask someone on the list to add you, or talk to our team.
Which permission opens the Settings screen?
Edit company. It opens the company data, e-mail templates, level scale and custom fields.
Can I give someone one more permission than their profile has?
No. Anyone who needs something different should use another profile. That way the access matrix always matches what is configured.
What happens to people who were already in the workspace?
They keep exactly the same permissions, marked as Custom, until they get a profile.