Summary: Role mapping automates the assignment of administrative permissions across your network. By linking HR attributes to Speakap roles, the right people get the right level of access, network-wide or limited to specific local units, without manual work. Good to know: role mapping is preferred over group mapping when it comes to giving users permissions in Business Units, Departments, and Groups.
1. The Role mapping dashboard
The Role mapping interface lets you create and manage rules that define user permissions based on their professional data. Like the other sync components, it has full version control.
- Revision history: click the clock icon to open the Change history. This log tracks every revision of your role logic, showing the timestamp, the administrator who made the change, and any comments about the update.
- Management tools: from the dashboard you can quickly edit, delete, or add rules to the active configuration.
2. Configuring role mapping rules
Creating a role mapping rule means defining a Target, a Value, and an Expression.
A. Selecting the Target
The Target defines the scope of the permission you are assigning. You can choose from:
- Network role: permissions for the entire Speakap network (for example, a company-wide admin).
- Business unit: permissions limited to a specific Business Unit.
- Local department: permissions limited to a specific local team.
- Group: administrative rights within a specific topic-based group.
B. Choosing the Value
The Value is the actual role or permission level.
- Standard roles: common values include admin or member.
- Custom roles: if your network has defined custom roles (for example "Branding role", "Compass", or "Feature Previewer"), these appear in the dropdown list.
C. Defining the Expression
The Expression is the logic that triggers the role assignment. For example:
department == "Management" targeting the Network Role admin.
This makes sure that any user identified as part of the Management department in your HR system is automatically granted network administrator rights in Speakap.
3. Updating and reviewing rules
When you modify an existing rule, a window appears to help you finalize the logic:
- Target selection: switch the scope (for example, from Network to Business Unit).
- Value selection: update the specific permission level.
- Expression editor: add or refine the criteria users must meet.
- Impact preview: once the expression is saved, the system shows the number of users currently matching the rule (for example "4 users" in the management example), so you can verify the impact before applying the update.
4. Benefits of automated role mapping
- Security: administrative access is automatically revoked if an employee's job title or department changes in the HR system.
- Efficiency: no need for Network Admins to manually promote local managers.
- Consistency: every Store Manager or Department Head gets the exact same set of tools across all locations.
Still stuck?
Email us at technicalimplementations@speakap.nl with your network name and the role rule you are configuring, and we'll help you out.