Reach by unit and by program

An assignment combines a role (what the person can do) with a reach (over which data they do it). There are two independent axes of reach:

• the unit decides which responses the person sees — the chosen unit and every unit below it;
• the program decides which surveys they see.

Roles where reach does not apply

Some permissions do not depend on a unit or a program. The most common case is the Teacher: they see only their own evaluation in the teacher portal, identified by the teacher record linked to their account, and nothing else in the platform. The unit changes nothing in that access.

That is why, when no permission of the role depends on reach, the screen does not ask for a unit and says reach does not apply — instead of writing "Whole institution" next to someone who, in practice, only sees their own evaluation.

For the portal to show the evaluation, the account must be linked to the teacher record. You can choose the record right in the invite; without it, the portal opens empty, saying there is no link, until someone links it in Records › Teachers.

Two "empties" that mean the opposite

• In an assignment, choosing no program means all programs.
• In a survey, having no program means it is visible only to people with full reach.

The second rule keeps a survey without a program from showing up to everyone by accident.

Who joined earlier: the membership without assignments

Whoever created the institution, and whoever joined before invites carried the reach, may have a membership without any assignment. That membership counts as full reach, with its role — the person's page shows it as "Whole institution, through the membership". Creating the first assignment restricts that reach to what it says — it does not add to what the person already had.

Limits for whoever grants

• Nobody grants a reach wider than their own, nor a role above their own.
• The institution must keep at least one person with full reach.

Adding a person

There is a single way to bring someone into the institution: Add person, which sends an invite. On the same screen you choose the role and where it applies — a unit (and everything below it) or, explicitly, the whole institution — and the screen says in words what the person will be able to see and do before you confirm. The person only joins upon accepting the invite, and joins with that access.

• You only offer what you reach: whoever manages a campus picks only units of that campus, and only someone who reaches the whole institution offers "Whole institution".
• Without an email, the invite becomes a single-use link; the reach stored in the invite applies just the same.
• If the unit or a program of the invite is deleted before acceptance, the invite stops working and a new one has to be sent — it never turns into wider access than the one chosen.
• Resending or renewing an invite requires the same reach as whoever could create it.

The same principle applies to existing members: only someone who reaches everything a member reaches can change that member's membership role, remove the member or transfer company ownership to them.

Removing the last assignment

Removing someone's last assignment gives that person back the full reach of their membership. Only someone who reaches the whole institution can do it — including with their own assignment. To cut someone's access, remove the member instead.

Removing a member closes their assignments

When a member is removed, all their assignments are closed. If the person is readmitted, through a new invite, they come back only with that invite's access, without the previous assignments.

Responses without a unit

A response collected without a unit only appears to people with full reach: there is no way to prove which unit it belongs to. The list tells how many responses sit at a level above your reach.