Permissions in Rhythms can be customized at the organization and team levels to control who can perform specific actions. Below are the key permission areas and how to configure them:
OKR Creation Permissions
Organization-Level OKRs: OKR Admins can configure who can create organization-level OKRs. Options include:
Anyone in the Organization: Suitable for smaller organizations where all members contribute to top-level goals.
Only Team Owners: Ensuring a structured OKR planning process.
Specific Users (along with OKR Admins): Allows selected users to create organization-level OKRs, useful for delegating to OKR champions.
To configure: OKR Admins can set this permission in the organization settings.
Team-Level OKRs: Team Owners can set permissions to control who can create OKRs for their team. Options include:
All Team Members: Ideal for small, cross-functional teams where everyone contributes.
Only Team Owners: Maintaining a structured workflow.
Specific Users: Select users within the organization to grant OKR creation access for the team.
To configure: Team Owners can set this permission in the team settings.
OKR Editing Permissions
Default Edit Access: See the permissions table above for default edit access by role.
Custom Edit Access: OKR owners can grant edit access to additional users when creating or editing an OKR by adding them to the permissions list.
Note: If an OKR is set to “Only selected people can view and align,” only explicitly added users can edit it, overriding default access for OKR Admins or Team Owners.
OKR Viewing and Alignment Permissions
Viewing: By default, users can view OKRs they have access to based on their role (see the permissions table for details).
Alignment: Users can align their OKRs to any OKR they can view, unless restricted by the OKR owner.
Restricted Visibility: OKR owners can set permissions to “Only selected people can view and align,” limiting access to specific users.
Check-In Permissions
OKR owners can assign check-in owners to manage progress updates.
Users with edit access to an OKR can also perform check-ins.
Managing Users in Rhythms
Adding Users:
Rhythms Platform Administrators and OKR Admins can add users to the organization.
Team Owners can add members to their specific team.
To add users, Rhythms Platform Administrators, OKR Admins, or Team Owners can configure the appropriate settings.
Note: Rhythms Platform Administrators can also leverage SSO and SCIM integrations (if enabled) to automate user provisioning, simplifying the process for large organizations.
Deactivating Users:
Rhythms Platform Administrators can deactivate users who have left the organization. Deactivated users cannot log in, but their OKRs and data remain intact.
Rhythms Platform Administrators can deactivate or reactivate users as needed.
Creating Teams:
OKR Admins can create teams within their organization.
OKR Admins can create a team and assign a Team Owner and members.
Using Roles and Permissions as an End User
As a Member (the most common role for end users), here’s how you can effectively use Rhythms to manage and contribute to OKRs:
Creating OKRs:
You can create individual OKRs as a Member.
If permitted by your organization or team settings, you can also create team-level or organization-level OKRs. Check with your Team Owner or OKR Admins to confirm your permissions.
Checking In on OKRs:
For OKRs you own or are assigned to edit, you can update progress to keep your team informed.
If you’re not the check-in owner, you can still view updates made by others if you have access to the OKR.
Collaborating with Your Team:
You can view team OKRs and align your individual OKRs to team or organization OKRs to ensure your work contributes to broader goals.
If you need edit access to a team OKR, ask the OKR owner or your Team Owner to add you to the permissions list.
Understanding Your Access:
If you encounter a “Permission Denied” error, it may be due to restricted access settings. Reach out to your Team Owner or OKR Admin to request access, or check the permissions table above to understand your role’s capabilities.
Best Practices for Roles and Permissions in Rhythms
Limit Administrative Access: Assign the Rhythms Platform Administrator role only to trusted IT personnel to maintain security.
Structure OKR Creation: Use the “Only Team Owners” or “Specific Users” settings for OKR creation to ensure a controlled planning process.
Leverage Custom Permissions: Use custom edit and view permissions for sensitive OKRs to protect confidential data.
Align Check-Ins with Business Rhythms: Schedule regular OKR check-ins (e.g., weekly or monthly) to align with your organization’s business rhythm, ensuring consistent progress tracking and reflection.
Regularly Review Access: Periodically audit user roles and permissions to ensure they align with your organization’s structure and needs.
Troubleshooting
Permission Denied Errors (Viewing, Editing, or Aligning OKRs): Verify your role and the permissions set for the OKR or team. If the OKR has restricted visibility (e.g., set to "Only selected people can view and align"), ask the OKR owner to add you to the permissions list. For broader access issues, contact your Rhythms Platform Administrator to adjust your role or permissions.
Cannot Create OKRs: Check the OKR creation permissions in your organization or team settings. You may need to be added as a specific user with creation rights by your OKR Admin or Team Owner.
Cannot Edit or Check-In on OKRs: Verify if you have edit access to the OKR (e.g., as the owner or an assigned user). If not, ask the OKR owner to add you to the permissions list.
Cannot View Team or Organization OKRs: Check if the OKR has restricted visibility (e.g., set to "Only selected people can view and align"). If so, ask the OKR owner to add you to the permissions list, or contact your Team Owner or OKR Admin to adjust visibility settings.
Cannot Align OKRs: Ensure you can view the OKR you want to align to. If it has restricted visibility, ask the OKR owner to add you to the permissions list, or contact your Team Owner or OKR Admin to adjust settings.
Cannot Add Users to a Team: Verify your role; only Rhythms Platform Administrators, OKR Admins, and Team Owners can add users to a team. Contact your Team Owner or OKR Admin to add users to your team.
Support: Contact Rhythms support for assistance.