User profile management: Add, edit, and manage user profiles and their permissions within the system.
Department management: Set up and organise departments to reflect your business structure.
Job title configuration: Create and manage job titles to ensure accurate role assignment and tracking.
Bulk actions: Assign roles and permissions in bulk to save time and reduce manual errors.
Benefits
Streamlined operations: Centralised control of user profiles, permissions, and system settings enhances operational efficiency.
Customisation: Tailor the system to meet specific business needs, ensuring all settings align with organisational requirements.
Improved accuracy: Bulk actions and organised management reduce errors and save time.
Enhanced security: Manage access and permissions effectively to ensure data security and compliance.
Next steps
The Configuration app by Mapal OS is essential for hospitality businesses seeking efficient management and customisation of their system settings. Its comprehensive features ensure a streamlined setup and enhanced operational efficiency.
In the Roles screen, you will find a list where you can view each of the roles created (Role), the areas they could access (Menu and Submenu), and the permissions (Action) they could have for each of them. The switch at the end of the row indicates whether the action is active (blue switch) or inactive (gray switch).
To create a new role:
Select the Roles button.
Type a name for the role in the text field and click the Add + button.
Back in the list of roles, search the list for the new role or use the Filter function to facilitate your search.
Notes: The Filter functionality allows you to narrow your search not only to roles, but to specific areas and actions you wish to edit.
Find the areas you want to give access to and locate specifically the type of access you will give.
Select the switch to enable or disable access.
Notes: You can use the Activate All or Deactivate All button to do a mass activation according to the filter you have set.
Manage permissions for modules, forms and checklists
Notes: To set up a profile in Compliance, you will first need to create a Mapal OS profile in the Configuration tool and enable it for Compliance.
Manage tasks locally ("management mode"), manage actions with location (create, copy, activate/deactivate). Can see and acknowledge procedure updates is available to your tenant.
When you are done granting accesses to that profile, you can go back to Mapal OS and assign the profile to the respective user or users.
On the Roles screen, you will find a list where you can view each created role, the areas they can access (Menu and Submenu), and the permissions (Action) they may have for each. The switch at the end of the row indicates if the permission is active (blue switch) or inactive (grey switch).
To create a new role:
Select the Roles button.
Enter a name for the role in the text field and click the Add + button.
Back in the roles list, look for the new role or use the Filter function to make your search easier.
Notes: The Filter function allows you to narrow your search not only to roles, but also to specific areas and actions you wish to edit.
Find the areas you want to grant access to and specifically the type of access you will grant.
Select the switch to enable or disable access.
Notes: You can use the Enable All or Disable All buttons to perform a bulk activation according to the filter you have set.
Permissions
Action
Description
Access
Grants access to the employee management page.
Create/Edit/Delete Warnings
Permissions to view and edit the Warnings section, located in Employment information.
Create
Permissions to create employees.
Create Work Period
Permissions to create work periods.
Access Employment Information
Allows access to the employee's employment information, including work periods and employment situations.
Delete Work Period
Permissions to delete employment situations.
Edit Start Date
Allows editing the start date of a work period.
Delete Employment Situation
Allows deletion of an employment situation.
Edit Termination
Allows only the editing of the termination date of a work period. If it does not have a defined date, it cannot be set unless you have an additional permission.
Create Employment Situation
Permissions to create new employment situations.
Assign Termination Date
Allows only setting a termination date for a work period that does not have one.
Toggle the controls to enable and disable specific permissions as needed.
Select Save.
Edit an existing profile
Select the desired profile from the list.
Adjust the permission toggles as needed.
Select Save.
Permissions
The following permissions are available from the permission profile screen:
Can maintain company information?: can configure the platform.
Can maintain managers?: can edit current training manager permissions.
Can maintain branch settings?: can edit individual branch settings e.g., reporting levels, address etc.
Can maintain learners?: can add/remove learners and edit their profiles.
Can view personal information?: can view details such as email address etc. if they are provided.
Can void allocations?: can remove modules from learner profiles.
Can create/maintain appraisals?: can assign appraisals to learners and complete appraisals which are assigned to them as well as unassigned appraisals.
Can maintain all company appraisals?: can view all appraisals including those assigned to others.
Can maintain all appraisal forms?: Can add/edit appraisal template forms.
Can create/maintain workbooks?: can assign workbooks to learners and complete workbooks which are assigned to them as well as unassigned workbooks.
Can maintain all company workbooks?: can view all workbooks including those assigned to others.
Can maintain all workbook forms?: can create workbook forms in the back end of the system.
Can maintain competences?: can assign and complete competences for your learners.
Can maintain external training?: can assign and complete/sign off external training for your learners.
Can maintain noticeboard?: can assign noticeboard items on Flow.
Can maintain hosted SCORM modules?: can add, edit and delete SCORM (external) modules on the platform.
Can assign learning?: can use the assign learning tool to send learning to your employees.
Can edit assigned learning due dates?: can change these on a learner’s profile.
Can view assigned learning?: can view the courses/learning that has been assigned.
Can maintain module downloads/custom questions?: you can add bespoke downloads and bespoke questions into your Flow modules (can be done at a branch level).
Can access module builder?: can view and access the module builder tab as well as edit modules.
Is a module builder superuser?: more permissions under the module builder tool.
Can access learning calendar?: can view the training calendar and add sessions for your own company.
Is a learning calendar superuser?: can view the training calendar and add sessions for multiple companies.
Can maintain goals documents?: can assign and complete goals for your learners.
Can maintain goals templates?: can create goals templates in the back end of the system.
Can maintain news for learners?: can send news items to employees.
Can maintain news for managers?: can send news items to training managers.
Can create/maintain a career map?: can build career maps on the system.
Can maintain Knowledge Checks forms?: can add/edit knowledge check templates.
Can create/maintain Knowledge Checks?: can view Knowledge Checks MGMT page, can view Knowledge Checks list and bulk assign to reviewers, can access and add Knowledge Checks for learners, can assign knowledge checks in assign learning and through learner's profile.
Can create Challenge Leaderboards: can create Challenge Leaderboards using the uploaded Challenge modules.
Can maintain all Collection forms: can add/edit Collection template forms.
Can view/assign collections: can view collections MGMT page, can view collections list, can access and add collections for learners, can assign collections in Assign learning and through learner's profile.
Can maintain External Links: can add/edit external links.
Access your profile in Compliance
Start from: The Compliance overview.
On the main menu, select Your Name > My Profile.
Your profile page will appear, featuring four tabs with various options and functionalities:
Main information
This is the primary tab where you can view and update your personal details, such as:
First Name
Last Name
Contact information
Time zone
Preferred language
Additionally, you can change your password for accessing Compliance from this tab.
Profiles & Notifications
Notifications:Enable or disable email notifications, such as weekly dashboards, to do lists, monthly summaries, etc.
This tab provides a record of when you gave consent to Compliance's Privacy Policy. It is purely informational and cannot be edited.
Access Rules
This tab displays a list of forms available for your account. Use the toggles beside each form to enable or disable their visibility, ensuring easy access to the forms relevant to your role.
Users and Employees in Mapal OS
Defining Users and Employees
User
A User is anyone who can log into Mapal OS. This includes team members, managers, administrators, and other personnel who need to interact with the system for various management and configuration tasks. Users can access various Mapal OS apps, depending on their permissions.
A User record exists for everyone on the Mapal OS system.
Employee
An Employee is a non-managerial member of staff who interacts with the employee-focused Mapal apps. Employees have access to features such as learning resources, news items, documents, shift patterns and group chat.
It’s important to note that not all Users have an Employee record, even though Employees will always have a User record, granting them access to the Mapal OS system.
Common Tasks for Users and Employees
Mapal OS has a range of functionality, and the experience on the system can be quite different for the various types of users.
Example tasks for User-only accounts
Creating learning pathways
Creating shift patterns
Making regular compliance checks
Reviewing customer feedback
Creating meal plans
Setting up chat groups for the team
Example tasks for Employee accounts
Interacting with L&D resources
Viewing shifts
Chatting with colleagues
Providing peer feedback
Accessing company documents
How Users and Employees access Mapal OS
User-only access to Mapal OS
Management tasks - on User-only accounts - are primarily performed within Mapal OS apps such as Flow Learning, Workforce, Easilys, Compliance, Reputation, Engagement, and Analytics.
Employee access to Mapal OS
Non-managerial tasks – requiring Employee accounts - are carried out in team-focused apps, such as Mapal One, Gir Staff and the SmartHub clocking system app.
Find out more
For detailed instructions on user management, including how to work with User profiles and permissions you can find links to more resources below.
Select Configuration > Employee APP from the main menu.
Once on this screen, the user will see a table listing the different profiles created.
Select any point on the profile line you want to edit.
Selecting the line will display an Edit Profile pop-up window.
Modify the points to which the profile will have access according to your needs. You can edit details such as:
Profile name
Shifts: Shift visibility, show details of colleagues on shifts, shift requests.
Holidays
Time & attendance control
Worked time
Earnings on demand
Select Accept to save the changes to the profile OR Cancel to discard the changes.
Manage Easilys user account profiles
Note: Every action that can be carried out in the application is subject to permissions. If you are unable to perform the actions recommended in the articles you are reading, it may be because the required permissions are not activated for your user profile. Contact the Support team or your administrator for more information.
Start from: The Easilys menu
Access the profile list
Select your name in the menu panel, then choose Site Parameters. The "Information" tab of the settings will appear.
Select the Profiles tab on the left.
Create / edit / delete profiles
In general, profiles are set up by the Easilys team and cannot be managed from within Easilys; the buttons will be greyed out. If your permissions allow it, you can manage them from Mapal OS. Refer to Manage user profiles in Mapal OS for more information.
If your configuration allows profile management from within Easilys, you can:
Create a new profile by selecting Create a user profile.
Edit a profile by selecting the pencil icon at the end of the row.
Delete a profile by selecting the trash bin icon at the end of the row.
Duplicate a profile by selecting the icon showing two sheets of paper.
Set profile permissions
You can manage the authorised pages and authorised actions for each profile:
To set which pages are authorised for users linked to this profile:
Select Authorised Pages.
Enable or disable the desired pages using the search field if needed.
Click Finish.
To set which actions are authorised for users linked to this profile:
Select Authorised Actions.
Enable or disable the desired actions using the search field if needed.
Click Finish.
Note: When managing profiles, you can only enable or disable permissions that you yourself have. Other existing permissions on Easilys are not visible.
In the Roles screen, you will find a list where you can view each of the roles created (Role), the areas they could access (Menu and Submenu), and the permissions (Action) they could have for each of them. The switch at the end of the row indicates whether the action is active (blue switch) or inactive (gray switch).
