User Roles & Access Levels

Hoylu provides a structured permission model to manage access across different levels of collaboration, from the organization to individual Workspaces.

Access Hierarchy Overview

Roles and permissions are structured as follows:

• Organization Administrator - Full control of users, Projects, and organization-wide settings
• Individual User - Accesses Hoylu through login and sees assigned or self-created content
  • Workspace Permissions - Defines how a user can interact within a specific Workspace
• Project Collaborators - Accesses a Project and its Project Workspaces

Organization Administrator

Organization Administrators (nicknamed "Org Admins") manage settings that apply across all users, Workspaces, and Projects in the Management Portal. This can only be designated by Hoylu Support, so please contact Support@Hoylu.com if you would like more information. 

Org Admins can:

1. Manage users (and user licenses, if applicable) across the entire organization
2. Set up authentication methods (i.e. AD integration)
3. Set organization-wide policies and defaults for Projects and Workspaces
4. Monitor usage and manage subscription access

Individual User & Workspace Permissions

After signing up or logging into Hoylu, users can access Workspaces or Projects they have either created or to which they have been invited. Login can be completed using Hoylu credentials or through Single Sign-On with Active Directory (AD). 

They are beholden to their Workspace Permissions, which defines their level of access to individual Workspaces. 

• Admin - configures Permissions, Control Center, Toolbar, Swimlanes, Teams, and additional content
• Edit - enters the Workspace and can add, edit, and delete content
• Read - views the Workspace and clicks on links, but cannot make changes (locked Toolbar)
• No - unable to access the Workspace, even if they are a Project Collaborator

Teams can structure Workspace participants by discipline or responsibility. Assigning users to Teams organizes their responsibilities and enables better planning and execution. 

Project Collaborators

Users must be added to a Project to gain access through the Project's subscription. They can be added with either two roles:

• Admin - can invite users, manage Project Settings, and create/manage Workspaces
• Basic - can view and interact with shared content, but cannot manage Project Collaborators or Settings

✏️  Note: These roles affect Project-level access only. Permissions for Workspaces must be set separately.

Best Practice for Projects

To ensure proper setup and avoid access issues:

1. Add Users to the Project Collaborators list, which grants access through the Project's subscription
2. Use the "Import Project Users" button when configuring Workspace access
3. Assign Workspace roles carefully (Admin, Edit, Read, or No Access)
4. Add users directly to a Workspace only if they don't need Project access (remember that subscription limitations may apply)
5. Assign users to the correct Teams to organize responsibilities

Please refer to this guide on how to set up your Projects properly.