Understanding and Managing Roles in the Configuration Hub

Jenius utilizes two distinct types of roles to customize your experience and manage permissions: System Roles and Sales Roles. Understanding the difference between these roles ensures you have the correct access permissions and receive the most relevant AI-driven sales coaching.

How-To Guides

How to Manage Roles in the Configuration Hub (Admins Only)

Organization Admins can now view, create, and manage custom Sales Roles from a centralized workspace.

  • Navigation Path: Left-side collapsible ribbon → Configuration Hub → Roles tab.
  • To Create a Custom Sales Role:
    1. Open the Roles tab in the Configuration Hub and click the + Add menu.
    2. Select Role.
    3. Enter the Role Name and description.
    4. Map the new Role to any relevant Skill Frameworks (optional).
    5. Save the Role. It will now be immediately available in the user assignment list and Account Settings dropdown.
  • To Edit a Custom Role: Locate your custom role in the table, click the menu (vertical ellipsis), select Edit, update your details, and Save.
  • Permissions Constraint: Standard System Roles and default roles deployed by the Super Admin (marked as Jenius Team) are read-only and locked to preserve system integrity. Org Admins can only edit or delete custom Sales Roles created by their own organization.

How to Select or Update Your Sales Role

Your Sales Role is a functional designation (distinct from your HR job title) that tells the AI what you do day to day. To select or change your Sales Role:

  1. Click on your name in the bottom-left corner of the screen.
  2. Select Account Settings from the menu.
  3. Locate the Sales Role dropdown field.
  4. Select the role that best matches your actual sales function (for example: Sales Engineer, Account Executive, or Business Development Representative).
  5. Click save to apply your changes. You can update this role at any time as your responsibilities shift.

How Administrators Assign Roles

 If you are an Organization Admin, you manage user roles within the Users module.

Please note that any custom Sales Roles must be created beforehand in the Configuration Hub before they can be assigned: 

  1. Navigate to the Users module from the left-side navigation.
  2. Select a user to edit or click invite to add a new user.
  3. Assign both a System Role (to define platform permissions) and a Sales Role (to categorize their sales function).
  4. Assign a Manager to establish reporting lines for coaching and analytics.
  5. Please note: A user's registered work email acts as their unique identifier and cannot be changed. If a user's email is incorrect, you must remove the user and invite them again with the correct email.

Key Concepts: System Roles vs. Sales Roles

To get the most out of Jenius, it is helpful to understand how these two roles work together:

System Roles (Platform Permissions)

System Roles are administrative. They determine what features you can access, what data you can see, and what actions you are allowed to perform.

  • Super Admin: Has global system access to manage templates, skills, and cross-organizational settings.
  • Organization Admin (Org Admin): Has full access to manage their specific organization, including inviting users, editing settings, building activities, and viewing all reporting.
  • Manager: Can view performance reports for their direct reports in Jenius IQ and provide structured feedback on assignments.
  • User: Can access personal settings, chat with the AI coach, and complete assigned activities or roleplays.

Sales Roles (Coaching Personalization)

Sales Roles are functional. They do not grant administrative permissions, but they tell the AI how to tailor its coaching, language, recommendations, and examples.

  • Why it matters: Jenius uses your Sales Role to identify which sales competencies are most important to your job.
  • Impact on reporting: Your selected Sales Role is used to group reporting cohorts in Jenius IQ, allowing leaders to compare performance trends among similar sales functions.

Frequently Asked Questions (FAQs)

Can I change my own System Role?

No. Standard users and managers cannot change their own System Role. If you need elevated permissions (such as upgrading from Manager to Org Admin), you must contact your organization's administrator to make the change.

Why does my Sales Role not match my exact official job title?

Sales Roles in Jenius are designed around broad, functional disciplines rather than specific internal company titles. If your exact job title is not listed, select the Sales Role that closest resembles your daily responsibilities (such as technical support, relationship management, or outbound prospecting).

How do roles affect the coaching I receive in Chat and Roleplays?

The AI selectively references the most relevant sections of your organization's teaching documents based on your designated Sales Role and current skill focus. This ensures that an Account Executive receives coaching tailored to closing deals, while a Sales Engineer receives guidance focused on technical presentations.

Why is my edit option locked on certain roles?

System Roles (such as Super Admin, Org Admin, Manager, and User) and baseline Sales Roles deployed by the Super Admin (marked as "Jenius Team") are locked and read-only to prevent platform disruption. Org Admins can only edit or delete custom Sales Roles created locally by their own organization.