Users and Roles

This article will cover how to get started setting up your people in Cascade . There are three ways to add users and roles to Cascade:
  1. Quick add through the Planner (when assigning a goal)
  2. Adding through the admin console (Admin – Organization)
  3. Through the bulk upload process

This short video briefly details each:

 

 

This article will cover the second option – adding users through the Admin console. This article will only be applicable to people with the “Organization” privilege.

 

Understanding Cascade org structure

Cascade is a hierarchy based system. Your structure begins with your organization at the top, and breaks into smaller sub-sections. Roles are grouped into buckets called “Organizational Units”

org unit structure

“Organizational Units” is not the only hierarchy in Cascade.  Roles also follow a hierarchical system – users are then placed into each of these roles.

 

Admin-ROLE-TREE

There is a 1:1 relationship between roles and users in Cascade. Every user created must seat in an individual role, even if two people perform the same role in your organization (e.g. you have two Account Managers),  two roles with the same title must be created.

Setting up Organizational Units

To set up your Organizational Units, go to Admin – Organization in the top right hand corner.  Your first Organizational Unit will will most like be at the “top” of your organization –  this will come predefined as the organization name you enter when you begin your trial with Cascade. This can be edited using the edit icon on the the right-hand side. Each new Organizational Unit can be added using the “Add Organizational Unit” button – you will need to select a parent unit for your new unit, but you can continue creating as many units as you need in a multi-level hierarchy (to see this hierarchy, simply click the org tree icon highlighted in orange below).

Organizational Units are not compulsory and may not be applicable for many smaller organizations, however they can be very powerful when analyzing your data across the different sections of your organization.

.org unit

Creating Roles

To create a role in Cascade go the “Roles” tab in the Admin console, and click the “Add Role” in the right hand corner.

add role

You will need to  complete three tabs to add a Role, starting with Role Details .  A  Role ID can consist of any string of letters and digits and must be unique in your Cascade, while the Role Title may be repeated. Your Role ID’s can be taken from a HRIS system already present in your organization,  defined yourself, or you can leave this field blank and Cascade will automatically generate an ID for you.  Once created your role will be “unappointed” – i.e. it has no user occupying it. The Role will still exist in the hierarchy, and you will be able to create goals for this Role, but no-one will be able to login to that Role until a user is appointed to it.

Creating Users

To create a user in Cascade go the “User” tab in the Admin console.  Click the “Add User” button in the right-hand corner – again, you will need to create a unique ID for this user.  In the Appointment tab you will see a drop down menu, where you will see all the unappointed roles in the system.  For a user to be able to log into the system they must be sitting in a role and be enabled. To  invite them to access the system you must notify them (described in the next section).

add user

 

Notifying new users

When you create a new user (or at any time), you can notify them by email of their login details: they will receive a  username and a randomly generated password for Cascade.  To do this click, the “Notify” button on the Users tab.  Here you will be able to select which users you wish to notify, by ensuring they sit inside the panel on the right.

Note that when you notify a user,  users who have previously been notified will be marked with a “notified” label next to their name. If you do send a notification email to someone who has already been notified, their password will be reset to a randomly generated one – so be aware of this before you send notifications to users who may already be using the system.

notify

Setting Privileges

There are five different privileges in Cascade which grant different individuals varying visibility over different aspects of the system.

  • Strategy: Can design and edit the Strategic Plan; view, edit, and update progress on every goal in the system; and view additional reports.
  • Survey: Can create survey templates; launch surveys; and run analyses.
  • Organization: Can manage users, roles , privileges, competencies, role descriptions (everything you are reading about now).
  • System: Can modify system settings, including switching features on/off, configuring dates, and system branding.
  • Performance: Can administer performance management cycles; access analysis and talent grid.
You can assign different privileges to different Roles in Cascade. Note that privileges are attached to Roles and NOT users – so if a user moves into a new Role, they will inherit the privileges of that Role rather than retain their existing ones.

Icon cheatsheet

If you find yourself struggling to remember what each Admin icon does here is a quick refresher:

 

icons

 

Open Lock: If there has been more than 10 consecutive failed attempts to access a user’s account, the account will lock. As an administrator you will be able to unlock their account by clicking the lock icon.

where you will see these : Users tab 

Folder: The folder is used to archive users. The folder will be greyed out unless the user you wish to archive is disabled

where you will see these : Users tab

Envelope:  The envelope is used to notify users and invite them to login to Cascade. When you notify a user, they will be emailed their username and password.

Org tree: This icon indicates there is a hierarchy – if you click it a tree will pop up showing you all the Roles or Organization Units that sit under it.

where you will see these : Roles tab, Org Unit tab

Paper Aeroplane: This is the “Move Goals” icon. You have the ability to bulk move goals from one Role to another

where you will see these : Roles tab

Pen: The pen is the edit icon. Where you see this, you will be able to make edits to the object selected.

where you will see these : Org Unit, Competencies, Role Description, Roles, Users tabs

Cross: The cross allows you to delete whatever sits in the corresponding column.

where you will see these : Org Unit, Competencies, Role Description, Roles tabs