Permissions and Report Access

Understand who can see what, and adjust permissions.

In Retain, what a user can see is set by two things: the role you give them, and the part of your organization they're assigned to. This article walks through how those pieces fit together, from the groups Retain uses, to assigning a role, to how those same groups shape your reports.

Departments, Locations, and Divisions

Retain organizes your people into groups, and those groups drive both permissions and reporting. It helps to know them first.

The diagram below shows the hierarchy of divisions, locations, and departments. Divisions (often called regions) are a way to group locations by a broad category, like geography, such as by state. The number of levels may vary depending on how your organization has set up Retain.

User Roles

Once you know your groups, you give each user a role that ties them to one of those groups. That role is what controls the data they can see.

You select a user's role when you invite them, and role options may vary by organization. For example, if you select "Division Manager," Retain then asks, "Which division should the user be able to access?" Choose the division for that user from the menu, as shown here.

Using Divisions as a Filter

The same groups that are used to set permissions also shape your reports. When you run a report, you can filter by these segments. For example, you can filter results down to a single division.