Every successful onboarding process needs a well-organized crew, and your Onboarding platform is no different. From captains steering the whole journey to crew members focused on their own tasks, each role has a unique part to play. Assigning these roles carefully keeps your onboarding ship sailing smoothly.


Here’s how each role works, crew-style:

1. Admin — The Captain(s)

The Captains chart the course and steer the whole ship, and on this vessel, there can be more than one. They’ve got full command of the onboarding journey.


Admins can:

  • Add new people to the platform

  • Create and edit templates, tasks, steps, and workflows

  • View and manage all users and documents (including Admin-only files)

  • Access the Admin Dashboard

  • Use the full hamburger menu (all the navigational tools)


2. Manager — The First Mate

The First Mate supports the Captain and helps manage the ship; they keep things running smoothly.


Managers can:

  • Initiate tasks and workflows for any crew member

  • View the Admin Dashboard

  • Access the full hamburger menu

  • View documents for any employee, unless marked Admin-only

  • Be directly assigned the Manager role

Managers cannot:

  • Add new crew (people)

  • Create or edit templates

  • View Admin-only documents


3. Supervisor — The Crew Leader

Crew Leaders guide their own team members but don’t have access beyond their immediate crew.


Supervisors can:

  • View documents for the employees they supervise

  • Initiate and manage tasks and workflows for their assigned crew

  • Access a limited hamburger menu (just the essentials)

Supervisors cannot:

  • Add people

  • Create or edit templates

  • View Admin-only documents

  • Access the Admin Dashboard

  • Manage tasks/workflows for anyone they don’t supervise


An Admin creates a supervisor relationship by assigning one Employee to supervise another. This means the assigned Employee will act as the supervisor for the other Employee within the system.

4. Employee — The Crew Member

Crew Members focus on their own duties. They’re not steering the ship—they’re doing the work that keeps things moving.


Employees can:

  • View and complete only the tasks assigned to them

  • Access only their own documents and progress

Employees cannot:

  • See or manage anyone else’s information

  • Access administrative tools


This includes new hires and team members helping with hiring, unless they’re promoted to a different role.

Smooth Sailing Ahead

Assigning the right roles — Captains at the helm, First Mates assisting, Crew Leaders guiding their teams, and Crew Members staying focused — keeps your onboarding voyage on course. With clear roles and responsibilities, everyone knows where they’re headed.


Need help figuring out who should steer what? Our support crew is always here to assist. Drop us a line anytime!