If your company does not have an established process and we need to start one, we provide a people database template to be completed. This template can be edited according to your needs, adding or removing columns as necessary.

The goal of the process is to answer the following questions:

• Which people will have access to the platform?

• What are the roles of these people?

• What access permissions should each role have? (Which menus will be available?)

• Which operations and businesses will be included in the segmentation?

• Which database template will be used?

• What will be the method for transmitting the file?

Once all these questions are defined, we can create an automation to read the file periodically, so that updates to your company’s people data are effectively reflected in the platform.

If your company already has a defined process for transmitting the people database, it will be available in a document within the platform called “How to update the people database.” This document is a tutorial aimed at the people responsible for this process.

Granularity refers to the assignment of specific access levels to each registered role, determining the hierarchy among them. The lower the "grain," the more basic the access permission level. This concept is essential for establishing hierarchies, defining who can access certain usage reports, and performing password resets.

How does granularity work?

Each role has a granularity that defines its access level. For example, a Customer Service role with granularity 1 and a Supervision role with granularity 2. Granularity establishes the hierarchy among roles, where those with lower granularity are hierarchically subordinate, and those with higher granularity occupy superior positions. In the example mentioned, the hierarchy would be: Customer Service < Supervision.

If a report is available for roles with granularity 2, people in the Supervision role will have access, while those in Customer Service will not. Additionally, granularity determines who can reset whose password, allowing someone in Supervision to reset the password of someone in Customer Service, but not vice versa. For more information, see the article on Password Reset.

Granularity defines a logical hierarchical structure among roles, ensuring that only authorized individuals can access critical information. It facilitates aggregation of results in dashboards, where metrics from lower-level roles are summed to form results for higher-level roles, and it allows sharing of documents, trainings, and specific information according to role, simplifying processes such as automatic enrollment in trainings for specific groups.

The registration of roles and their granularity is carried out during the implementation phase by Weduka’s data team. If new roles need to be created or granularities adjusted, you can open a ticket in the support platform, providing details such as the corresponding position, desired granularity, and whether the role should be linked to a specific access profile.

Access profiles in Weduka play a crucial role in personalizing the experience for users and are responsible for determining which menus and functionalities will be available to them.

• Access definition: Access profiles are assigned to users based on a combination of role and business segmentations. This combination allows the assignment of customized profiles that align with the responsibilities and areas of activity of each individual.

• Automatic association: Whenever a person is added to the list of users with access to Weduka and has a segmentation corresponding to the access profile configuration, the association is performed automatically. This ensures that each person has access to the functionalities relevant to their responsibilities.

• Personalized experience: Creating access profiles allows you to personalize each user’s experience, ensuring that they only have access to the menus and resources necessary to perform their functions effectively. We offer standard access profiles but can also create specific profiles according to your company’s needs.

If you don’t see any operation in the list besides your own, it may be because you haven’t been included in the list of unrestricted users.

Unrestricted users are those registered under a special condition within the operations structure on the platform. Here’s a bit more explanation: operations are designed to ensure confidentiality, restricting each person in the people database to the specific data of the operation they belong to. However, in certain exceptional situations, it may be necessary to relax these restrictions.

When a person is registered as unrestricted in a specific operation, they are allowed to access not only that operation but also other operations. This flexibility is especially useful in scenarios where communication between different operations is required, such as corporate teams like Human Resources, which need to interact with all operations.

Unrestricted access is configured on a case-by-case, person-by-person basis, providing a personalized approach for situations where the standard operation restrictions need to be relaxed. There are people in your company who manage the platform and have permission to adjust unrestricted access from the menu People > Search.

Here, hierarchy is a fundamental concept that governs several aspects of processes on the platform. It is a structured system that organizes and keeps up-to-date the relationships and segmentations of people in terms of functions, operations, businesses, locations, and shifts.

• Monthly data: Any changes in people’s segmentations are valid for the entire month in which the change was made. For example, if someone moves to a new business during the month, the platform considers this change valid for the whole period.

• Impact on licenses: Hierarchy also affects Weduka licenses. When a person is activated in the database, the hierarchy process is triggered, recording the information of active people at that moment. These data are essential for license billing according to each contract.

• Updating distribution: Hierarchy plays a key role in updating the distribution of trainings, work schedules, documents, news, surveys, and other functionalities that use the platform’s segmentation. The results of indicators, trainings, and monitorings are generated according to hierarchy, ensuring accurate management data.

• Reports and hierarchy selection: In some platform reports, it is possible to choose to view data using either historical hierarchy (from the period being analyzed) or current hierarchy (the most updated). This provides flexibility in data analysis as needed, whether to understand historical context or to see the most current information.

⚠️ Note: Hierarchy processing occurs exclusively through updating the people database: each import of people triggers this process, ensuring that changes in segmentation are reflected not only in the People menu but also in the distribution of documents, trainings, news, results, and more.

In summary, hierarchy in Weduka is the backbone that maintains data integrity and accuracy, providing a clear view of the organizational structure and facilitating informed decision-making. If you are responsible for updating the people database and want to learn more about how it works, refer to the document “How to update the people database” in the platform.

If you see the message "no access profile associated," it may be because an access profile has not been properly linked to your function and business on the platform.

To resolve this issue, we recommend the following:

• Contact the people responsible for your management or the team in charge of access profile administration. Ask them to open a ticket in our support platform, providing details about the error message you are seeing. Ideally, send them a full screenshot (with the URL visible) showing the moment you attempted to access the platform and received the message.

• This way, Weduka can adjust the access profile association for your account, allowing you to regain access to the platform without issues.

It is important to note that access profile associations are generally configured during the setup phase, but may need adjustments whenever new functions or businesses are created. This ensures that you have the appropriate permissions for the specific activities related to your role on the platform.