How to Manage User Access and Permissions

Manage Hoicko user access by identifying each user's responsibilities, assigning the required permissions, and reviewing access whenever their role or responsibilities change.

Step-by-Step Access Management

Step 1: Identify the User

Determine who needs access.

For example:

• Employee
• Manager
• Project member
• Department head
• Administrator

Step 2: Identify What They Need

Do not begin by asking:

"What access can we give this user?"

Instead ask:

"What does this user need to accomplish their work?"

This produces more appropriate permissions.

Step 3: Assign Required Access

Provide access to the relevant boards, projects, workflows, documents, or administrative areas.

Step 4: Review

After assigning access, confirm that the user can perform their required tasks.

Step 5: Reassess

When responsibilities change, review the permissions again.

Example

An employee moves from Sales to Operations.

Their previous sales access may no longer be appropriate.

The administrator should:

Review Role → Remove Unnecessary Access → Add New Access → Verify

Permission Review Checklist

• Is the user still active?
• Is their department correct?
• Has their role changed?
• Does their current access match their responsibilities?
• Do they have unnecessary administrative access?
• Are there temporary permissions that should be removed?

FAQ

Q. How should I decide what permissions to give a user?
Start with the user's responsibilities and give only the access required to perform them.

Q. When should permissions be changed?
When an employee changes roles, departments, projects, or responsibilities.

Q. Should temporary access be reviewed?
Yes. Temporary access should have a clear reason and should be removed when no longer required.