The role determines which features a person can access; their scopes and data sensitivity settings determine what they can analyze. An administrator can define these settings and check them using the preview.
Roles
💡 For each user, you must choose among 6 roles: Admin, HR, Finance, Recruiter, Manager and Employee.
Admin
Administrator with access to analytics data and settings. Admins manage users’ roles, scopes and sensitivity settings. | HR
Human resources specialist for workforce management. | Finance
Finance specialist for accounting and financial operations. |
Recruiter
Talent acquisition specialist. | Manager
Team leader, department head, or entity manager. | Employee
An employee, for example a works council member. This role does not grant access to analytics or benchmark; it can receive shared reports. |
To change a user’s role or scope, follow the steps in Scopes and data sensitivity below.
You can find access to the different features for each role on the Access roles page. Click the image to enlarge it.
💡 It is not possible to create a new role in Reflect at the moment.
Scopes and data sensitivity
💡 For roles with analytics access, define Employee and Recruitment scopes. The Employee role does not have these filters.
In My scope, filters set by the administrator apply automatically and cannot be removed by the user. Without filters, no employees or job applications are excluded by a scope filter; data sensitivity permissions still apply.
The Company view does not apply these filters. It provides access to company data only according to the role’s sensitivity permissions. Use the Company / My scope selector at the top of dashboards.
To change a user's scopes, on the Users page, click the three dots next to the person, then choose “Edit role / scope”. Select the role and filters you need, then save.
💡 The sensitivity matrix distinguishes Full access (details and filters), Overview (overall figures, such as total headcount), and No access for each category, role and view. Check both columns before granting access.
⚠️ To restrict access to a category in the Company view:
Set its Company permission to “No access” in Data sensitivity.
Check access with the preview
From Users, open a person’s settings and click View as role and scope. You can also choose a role and filters in a new invitation before sending it, as shown below. The preview is not available for the Admin role.
A new tab opens with a banner saying you are viewing Reflect with the selected email’s role and scope. In dashboards, check My scope and Company: expected populations, overall figures, details and sensitive categories. If the result differs from what you expect, close the tab, check the role, filters and sensitivity, then start the preview again. If the banner disappears or the session expires, close the tab and start the preview again.
⚠️ The preview does not save the settings. To apply changes to an existing user, return to the original tab and click Save. For a new person, send the invitation separately if desired.
To return to your session, close the preview tab. The list of shared reports may be visible, but reports cannot be opened in the preview: check their sharing permissions in the personalized reports guide. Check access to individually shared Prism conversations and sources separately: the preview does not necessarily reproduce those permissions. Source viewing and editing permissions are described in Manage access to data source settings.