Manage Roles

1. What Are Roles?

Roles represent position titles in your organization (e.g., “Project Manager,” “Accountant”). They can be used in two ways:

• As labels for organizational reporting
• To define expected skill sets for anyone assigned to that role

2. Creating Roles

You can add Roles in two ways:

Option 1: Add a Role Manually

1. Go to Directories → Roles
2. Click Add new role
3. Enter a Role name
4. (Optional) Select Define skill categories? → Yes
5. Choose the Skill Categories this role requires
6. Click Save

Option 2: Import Roles (Licensed Feature)

Use the Data Importer tool if your KnowCount license includes bulk import features. This is helpful for setting up many roles at once.

3. Using Roles to Define Skill Sets

If you'd like people with a role to be assessed on its skills, follow these steps:

Step 1: Configure the Role

1. Create the role using the steps above
2. Select “Define skill categories?” → Yes
3. Assign the appropriate Skill Categories to the role

Step 2: Assign the Role to a Person

1. Go to Add/Invite Person or Edit Person
2. For the Role field, choose the role you created
3. For the Skill set field, select Use role skills
4. Click Save

You can confirm that role-based skills are applied by checking the person’s summary page, where “Skill set → Role” will be shown in the Information section.

4. Assigning Multiple Roles

You can assign more than one role to a person using either of the following:

• The Edit Person screen
• The Roles tab on the person’s dashboard

You’ll see the number of roles listed in the People Directory (e.g., “2 roles”). Clicking the link opens the role assignment screen.

Notes:

• The same role cannot be assigned more than once
• If a skill is included in multiple roles:
  • It will only be assessed once
  • If targets vary between roles, the higher target is used
• When filtering reports by Role:
  • All assigned roles will appear
  • You cannot separate data by individual role if someone holds multiple

5. Viewing Role Dashboards

Each role has its own dashboard that shows:

• Skill distribution across everyone assigned to that role
• Skills from all other roles assigned to each person (if applicable)

🛈 If a person has both “Multi Role 1” and “Multi Role 2,” the dashboard for either role will display the combined skill view.