Managing Organisation Roles in Encrisoft

What Are Organisation Roles?

Imagine giving every employee the keys to every office, server room, and filing cabinet in your organisation. Convenient? Perhaps. A sensible security decision? Not quite. The same principle applies to digital platforms. Organisation roles help determine what people can access and do within an organisation's Encrisoft environment. They distinguish between users with different responsibilities and help ensure that access is appropriate to the work each person needs to perform.

In Encrisoft, you can view role information in the People section, alongside details such as each person's department, risk information, last activity, and account status. Understanding organisation roles is about more than knowing who's on your team. It's about understanding how access is organised and why having a place in the organisation doesn't automatically mean having access to everything in the platform.

Where to Find Organisation Roles in Encrisoft

To view role information in Encrisoft:

1. Sign in to your Encrisoft account.
2. Select People from the main navigation.
3. Open the People tab.
4. Locate the Role column in the table.

The People table displays each person's assigned role alongside their department, risk, last activity, and status. You can also find available user actions in the Action column, depending on your access level and the functionality available to your organisation.

Understanding Roles and Department Responsibilities

An organisation's structure and its platform access permissions are related, but they are not the same thing.

In Encrisoft, the People section allows you to organise employees into departments. When creating a department, you can enter its name and optionally select a department lead. The department lead identifies the person associated with leading that department. However, Encrisoft explicitly states that this designation does not change what the person can see or do in the platform. Their access is determined by their assigned role.

Consider an example: an employee is designated as the lead of the Security Awareness department. That designation identifies their departmental responsibility, but it does not automatically give them additional permissions within Encrisoft. Their ability to manage employees, access particular functions, or perform administrative actions depends on their assigned role.

This distinction is important because being responsible for a department does not automatically make someone an administrator.

Why Organisation Roles Matter

Roles help establish how access is organised within your Encrisoft environment. Assigning appropriate access helps ensure that people can perform their responsibilities without receiving permissions they do not need. For example, managing an organisation's security awareness programme may involve overseeing employees, configuring phishing simulations, coordinating training, and reviewing results. Not everyone participating in these activities needs permission to manage them.

Keeping responsibilities and access appropriately aligned helps organisations:

• Maintain control: Ensure that access to organisational functions is limited to authorised users.
• Protect information: Reduce unnecessary access to employee records, simulation results, and other organisational information.
• Clarify responsibilities: Establish who manages particular activities and who participates in them.
• Support accountability: Make it easier to review access when responsibilities change.

Not every employee needs administrative access. Someone participating in security awareness training, for example, may not need the same permissions as someone responsible for managing the programme. Access should reflect what each person needs to do their job, rather than being granted simply because it is convenient. The objective is not to give everyone the same access. It is to ensure that each person has the access appropriate to their responsibilities.

Managing Organisation Roles in Encrisoft

When you set up your team in Encrisoft, it’s tempting to assign roles once and move on. But teams change. People get promoted, switch departments, take on new tasks, or leave. Your access settings need to change with them. The easiest way to get roles right is to start with a simple question: what does this person actually need to do? Look at their day-to-day work first, then pick the role that fits. Don’t assume that someone senior, or someone who leads a department, needs wider access to the platform. Job title and platform access are two separate things. Where Encrisoft offers different roles or permission levels, use them to match each person’s real responsibilities. Departments work the same way. They show how your team is organised, and you can mark someone as a department lead to reflect that. Just keep in mind that the department lead label is only a label. It doesn’t change what that person can do in Encrisoft. If a lead needs extra permissions, you’ll need to give them through their role. Because roles are tied to responsibilities, it’s worth looking at them again whenever those responsibilities change. If someone moves to a new position or picks up new duties, check whether their current access still makes sense. If someone leaves, follow your organisation’s offboarding process so their access is removed properly. You should also review access when administrative duties are handed to someone else, or if you think an account may have been compromised.

Accounts with access to important functions deserve extra care. Use strong passwords that are unique to Encrisoft, and turn on two-factor authentication (2FA) if it’s available. Never share login details between people, and make sure only authorised users can get in. It also helps to know the limits of your subscription. The number of seats you have decides how many people you can invite. If Encrisoft tells you there aren’t enough seats, check your subscription and the seat options available before you carry on. Keeping an eye on your seat count means you can plan for new hires and avoid delays when your team grows.

In the end, good access management isn’t about handing everyone a full set of keys. It’s about making sure each person can open the doors they need for their work, without having the keys to the whole building