How to Assign Roles and Permissions

When Should I Use This?

Use this workflow when you need to: 

• Add a staff member to a program and give them the right access

• Update an existing team member’s role(s) when their responsibilities change

• Remove program access when someone leaves the organization or is no longer involved

• Confirm your program has required roles assigned (for example, Process-Admin)

Step-by-Step Instructions

Add a program team member

1. Open the program you want to manage.

2. In the left menu, select Program Team. 

3. Click +New. 

4. Enter the user’s email address. 

5. Enter First Name. 

6. Enter Last Name. 

7. Select Organization. 

8. Select Role(s). 

9. Click Save.

Edit roles or remove access

1. In Program Team, find the user in the listing table. (The table shows Name, Email, Roles, and Actions.) 

2. To update access, edit the team member’s Role(s) when necessary. 

3. To remove access, delete the team member when they leave the organization or are no longer involved.

Common Mistakes to Avoid

• Assigning Program-Manager to a staff member (this role is system-set and should not be assigned). 

• Forgetting to assign at least one Process-Admin (each program must have one). 

• Skipping Select Organization when adding a user (Organization is a required selection step). 

• Making changes but not clicking Save. 

• Deleting a user when you only meant to update their roles (the guide calls out both edit and delete actions for different situations).

Best Practices for FORWARD Direct Users

• Make sure each program has at least one Process-Admin, since this role manages key program configuration and administration. 

• Do not assign Program-Manager to staff. This role is AUTOSET by the system. 

• Assign PII-Viewer when personally identifiable information is collected or reported. 

• Use Program Team Edit/Delete as intended: update roles when responsibilities change, and delete users when they no longer need access.

FAQ

Who should be assigned Process-Admin?

Each program must have at least one Process-Admin. This role manages automations and key program configuration. 

Can one user have more than one role?

Yes. In Program Team, users can be assigned one or more roles within a program. 

Should I assign the Program-Manager role to staff?

No. Program-Manager is used solely to create programs and is AUTOSET by the system. The guide states it should not be assigned to staff. 

When should I assign the PII-Viewer role?

Assign PII-Viewer if personally identifiable information is collected or reported. 

How do I remove someone’s access to a program?

Use Program Team Edit/Delete. Delete program team members when they leave the organization or are no longer involved.