How to assign and manage User roles

User roles in Kudos help you control who can access and manage different parts of the platform. By assigning the right role to each user, you can protect sensitive areas like user data, budgets, and integrations while still empowering team members to contribute effectively.

There are three available roles: Global admin (full access), Feature admin (custom access to specific features), and Employee (default access). All new users are assigned the Employee role by default. Global admins and Feature admins with User management permissions can update roles as needed, giving you flexibility while maintaining control.

Feature admin permissions can be assigned individually or combined. This means a user can have one, two, or all three permissions depending on their responsibilities. Even if all Feature admin permissions are enabled, this does not provide full Global admin access.

• Assign Global admin access to program owners or system administrators
• Grant Budget access to someone who manages points, rewards, and budgets
• Grant User management access to an admin solely responsible for managing users, teams, or permissions
• Grant Integrations access to a user who handles system integrations and technical configurations (IT)
• Adjust permissions when someone changes roles or responsibilities

Assign or update a user role

1. Go to Users & teams.
2. Stay on the Users tab.
3. Find the user you want to update.
4. Click the kebab menu (three dots) at the end of the row.
5. Select Configure user role.
6. In the Role panel:
   • Open the Role dropdown.
   • Select one of the following:
     • Employee
     • Global admin
     • Feature admin
7. If you select Feature admin:
   • Toggle on the specific permissions you want to grant:
     • Budget (manage points, rewards, and custom rewards)
     • User management (manage users, teams, and delegation)
     • Integrations (manage integration settings)
   • You can enable one, two, or all three permissions depending on the user’s responsibilities 
8. Click Save.

Note: Only Global admins and Feature admins with User management permission can update user roles.

Determine the appropriate feature admin role

Review the definition and access granted to each role to determine the right one to use:

View role history

1. Go to Users & teams.
2. Click the kebab menu next to Add user in the top-right corner.
3. Select View role history.
4. On the Role history page, review the log of role changes, including:
   • User
   • Role changed to
   • Changed by
   • Changed on date and time
5. Use Filters to refine results by:
   • Date range
   • User
   • Role changed to
6. Click Export as CSV to download results.

Note: Role history is retained for the last 90 days only.

• Assign Feature admin permissions based on specific responsibilities: 
  • Budget for rewards and spend management 
  • User management for managing users, teams, and permissions 
  • Integrations for system and technical setup 
• Combine Feature admin permissions for users with cross-functional responsibilities
• Use Feature admin instead of Global admin when unlimited access isn’t required.
• Limit Global admin access to a small group to reduce risk.
• Review role assignments regularly, especially after org changes.

Q: What role do new users receive by default?
A: All new users are assigned the Employee role by default.

Q: Who can change user roles?
A: Global admins and Feature admins with User management permission can assign and update roles.

Q: What is the difference between Global admin and Feature admin?
A: Global admins have full access to all features and settings. Feature admins only have access to specific areas you enable, such as Integrations, Budget or User management.

Q: Can a user have multiple Feature admin permissions?
A: Yes. You can assign one, two, or all three Feature admin permissions depending on their responsibilities.

Q: Does assigning all Feature admin permissions give full admin access?
A: No. Even with all permissions enabled, Feature admins do not have the same level of access as Global admins.

Q: Can I customize permissions for every role?
A: Custom permissions are only available for Feature admin. Global admin and Employee roles have fixed access levels.

Q: Can I see who changed a user’s role?
A: Yes. The Role history page shows who made each change and when.

Q: How far back does role history go?
A: Role changes are stored for 90 days.

Problem: Role changes are not reflected

• Refresh the page after saving.
• Confirm you clicked Save before closing the panel.
• Check Role history to verify the change was recorded.

Problem: I can’t find a role change in history

• Ensure the change happened within the last 90 days.
• Adjust filters (date range, user, role changed to).
• Clear filters to view all available results.

Problem: Exported CSV is missing data

• Confirm filters are set correctly before exporting.
• Remember the export only includes currently filtered results.