Assign the right permissions to users based on their role and responsibilities in your organisation. This guide explains what each permission allows users to do.
Choose the appropriate permissions when creating or editing user accounts.
Core Permissions
Admin
Who needs this: System administrators, HR managers, Mo platform owners
What they can do:
Create, edit, and suspend user accounts
Manage user groups and organisational structure
Configure Lists feature for all users
Integrate Mo with Microsoft Teams or Slack
Full platform configuration access
Use when: User needs complete control over Mo setup and user management
Manager
Who needs this: Team leads, department heads, people managers
What they can do:
Access manager-specific homepage and features
Create and manage Boosts for their teams
View team activity and engagement metrics
Be assigned as line manager to other users
Receive manager notifications when colleagues are tagged
Use when: User manages a team and needs engagement tools and visibility
Analyst
Who needs this: Data analysts, HR analytics teams, leadership
What they can do:
Access Insights page with usage analytics
View Moments data and engagement metrics
Use Report Exporter for activity data
Download reports on Moments, Rewards, Nominations, and Ideas
Use when: User needs to track Mo adoption and measure engagement
Rewards Permissions
Rewards Admin
Who needs this: Rewards program administrators, finance controllers
What they can do:
Create and edit reward types
Approve or decline pending rewards
Create and manage budgets and spending pots
Assign users to spending pots (grants them reward access)
View all issued rewards and float balance
Create custom rewards and store items
Use when: User needs to manage the entire rewards program and budget
⚠️ Note: Regular reward access for users to issue rewards is granted by Rewards Admins through spending pot assignments, not through user permissions.
Nominations Permissions
Nominations Admin
Who needs this: HR team, organisation-wide awards coordinators
What they can do:
Create and manage any nomination event
View results for all events across the organisation
Add collaborators to any event
Edit, delete, or reopen any nomination
Full oversight of all nomination activities
Use when: User needs admin-level access to all nomination events organisation-wide
Nominations Manager
Who needs this: Local team leads, department heads running their own awards
What they can do:
Create and distribute nomination events
View results for their own events only
Shortlist and select winners
Announce winners and manage their events
Collaborate on events when invited
Use when: User runs nominations for their team but doesn't need organisation-wide access
Ideas & Challenges Permission
Decision Maker
Who needs this: Innovation leads, challenge owners, idea program managers
What they can do:
Edit and delete all ideas
Change idea status across the platform
Create new challenges
Assign other users as decision makers
Use when: User manages the ideas and challenges program
Permission Assignment Guidelines
Keeping it Simple
Start with basic user access (no special permissions)
Add permissions only when role requires them
Review regularly to ensure appropriateness
💡 Examples of Common Roles & Permissions Assignment
HR Administrator:
Admin + Analyst + Rewards Admin + Nominations Admin
Team Manager:
Manager (reward access granted separately through spending pots)
Department Head:
Manager + Nominations Manager (reward access granted separately through spending pots)
Finance Controller:
Rewards Admin (for budget oversight) + Analyst
Analytics Team:
Analyst (for reporting only)
Permission Dependencies
Manager Permission Required For:
Being assigned as a line manager to other users
Accessing manager homepage and Boosts
Receiving manager notifications
Admin Permission Includes:
User management capabilities
Group and organisational structure control
System-wide configuration access
Assigning Permissions
When Creating a User
Create the basic user account first
Edit the user to add permissions
Check appropriate permission boxes
Save changes
See Managing Users Manually for detailed steps.
When Editing Existing Users
Go to Manage Organisation → Users
Find the user and click Edit
Scroll to Permissions section
Check or uncheck permission boxes as needed
Save changes
Best Practices
Security and Access Control
Limit Admin permissions to essential personnel only
Review permissions quarterly to ensure they're still appropriate
Remove permissions promptly when roles change
Document permission decisions for audit purposes
Role Changes
When someone is promoted:
Add Manager permission if they now lead a team (this is updated if automated data integrations or bulk upload is used)
Contact Rewards Admin to add them to spending pots if your scheme assigns managers rewards to be issued to their team members
Consider Analyst access if they need metrics
When someone changes departments:
Review if their current permissions still apply
Update their manager assignment
Adjust permissions to match new responsibilities
Review spending pot assignments with Rewards Admin
Permission Conflicts
Too many admins can create coordination issues
Rewards Admin without budget knowledge may cause problems with coordinating your reward programme.
Nominations access without clear responsibilities leads to confusion.
Troubleshooting
User Can't Access Expected Features
Check:
Permissions are saved correctly in their profile
User has logged out and back in after changes
No organisation-wide feature restrictions
Manager Not Appearing in Dropdown
Solution:
User must have Manager permission enabled
Permission must be saved before they appear in lists
Refresh and try again if recently added
Permission Changes Not Taking Effect
Try:
Ask user to log out completely and log back in
Clear browser cache
Wait a few minutes for system update
Contact Mo support if issue persists