For managing workflows and templates, we distinguish between several user roles.
​

All colleagues with administrator rights within the workflow feature have permissions to manage templates, manage workflows (create, edit, delete), and manage workflow labels.

You can grant employees, such as your office manager, administrator rights for the workflow feature through their profile (without making them a full administrator). Read more here.

Within a workflow, the team leader of the assigned ‘employee’ role always has editing rights. This means the team leader can view, check off, and edit all tasks.

For example, if there’s an onboarding workflow for an employee, the team leader of that employee automatically has the rights to manage this process.

Team leaders can also start workflows for their team members using one of the templates. However, team leaders can only use templates—they cannot add or edit them.

A workflow becomes visible to employees as soon as they have an active task in it. A task is considered active once a workflow is activated, and the task is in an unlocked section. Simply put: the employee is expected to perform the task.

Depending on the workflow settings, the employee can see only their own tasks (default) or all tasks within the workflow. If you want the employee to be aware of other tasks as well, you can configure this accordingly.

Employees can always only check off their own tasks.

Each workflow has a workflow owner. This colleague always has editing rights within the workflow and can modify everything within it. Additionally, the workflow owner receives notifications when tasks in the workflow are overdue.