Why would I restrict coaching access?
Coaching access can be adjusted in order to customize who can view and use coaching features in Ambition. Restricting coaching access within the organization settings completely removes access to Ambition coaching features except for the explicitly selected admins, managers, and the employees of selected managers.
Restricting coaching access is appropriate when there is only a select number of admins, managers, and those managers' employees who should be able to access coaching features within Ambition.
Ex. My organization has 15 managers that use Ambition, but only 5 of those managers and their employees should be able to view and access coaching features within Ambition.
Restricting coaching access is not a substitute for adjusting a manager's create/edit/visibility permissions for a specific coaching feature. If your goal is to prevent managers in your organization from accessing a specific coaching feature, ex. creating check-in templates or coaching programs, those changes would be made at a permission set level rather than restricting coaching access within the organization settings.
Coaching Access Options
Ambition offers two options for coaching access:
- Unrestricted (default)
All active users can access and use coaching features.
Ex. All users will be able to access the "Coaching" tabs in the left navigation and on their personal dashboard.
Only the selected admins, managers, and the employees of selected managers, can access and use coaching features.
Ex. Only users managed by Amber Pugh will be able to access the "Coaching" tabs in the left navigation and on their personal dashboard. Only users managed by Amber will be eligible to be enrolled in coaching events. Additionally, Amber will be the only manager who can create coaching events and access coaching features.
What else do I need to know about restricted access?
If a manager was selected to receive restricted access and is later removed from the "Selected" list, historical coaching events and data will not be deleted but the manager and the employees they manage will no longer be able to access coaching within Ambition.
When "Restricted" access is selected, all coaching related permission will be removed from the system permissions (Admin, Manager, and Employees) as well as any custom permission sets.
Two new, custom permission sets will be created, "Coaching: Admin" and "Coaching: Manager". Managers and admins cannot be added to the custom coaching permission sets other than being selected within the "Coaching Access" section.
The "Coaching: Admin and Manager" permission sets are only editable by the Ambition team. If you need level of permission access adjusted within the "Coaching" permission sets, ex. you need those with "Coaching: Manager" access to be able to create action plans for all users, reach out to firstname.lastname@example.org.
While the "Coaching: Admin and Manager" permission sets cannot be deleted, they will be removed if your organization decides to adopt "Unrestricted" coaching access.
Admins, managers, and the employees of managers who are selected within the restricted access setting are eligible to be a co-coach. If a user does not have access to coaching, they cannot be a co-coach.
Executive Visibility is compatible with restricted access, but the executive must be selected within the restricted access setting in order to view and engage with coaching events that are below them in the hierarchical tree.
Adjust Coaching Access
Any user with the "Organization: Edit" permission* can access and update the Coaching Visibility preference.
*If your organization has already enabled "Restricted Coaching Access", you will also have to be a manager or admin that was selected in order to view the Coaching Configuration tab.
1. Open the left navigation and click Administration > Organization.
2. Click on the Coaching Configuration tab.
The Coaching Configuration tab will only be available in Ambition instances where the Coaching feature is enabled. If your organization has already enabled "Restricted Coaching Access", you will also have to be a manager or admin that was selected in order to view the Coaching Configuration tab.
3. Locate the Coaching Access section.
4. Make the appropriate updates within the Coaching Access section.
Unrestricted is the default. You can revert to the default at any time.
When "Restricted" is selected, all users who have admin or manager permission will appear in the "Available" selector.
Select the organizational admins and managers who need access to coaching features from the "Available" tab.
You do not select individual employees who need access to coaching features, but rather selecting a manager will also grant coaching access to all employees that they manage. If you are unsure of which employees are managed by a specific manager, the "Contributors" tab on a managerial dashboard (visible to the manager themselves and all users with system admin permission) will display all employees the user manages.
What if a user appears in the "Available" list as an organizational admin and manager?
If a user appears in the "Available" list as an organization admin and manager, select the user labeled as "Organization Admin" if users they manage do not need access to coaching features.
If users the manager manages need access to coaching features, select the user labeled as "Manager" or select the user as both an "Organizational Admin and "Manager". If only the user's "Manager" persona is selected, Ambition will still recognize that the user is both an admin and manager, and the user will be enrolled in the "Coaching: Admin" permission set. Selecting the user labeled as a "Manager" allows employees the admin + manager user manages to participate in Ambition coaching. Selecting the same user twice, once as an admin and once as a manager, is an alternate option as well.
5. Click the Save button within the Coaching Configuration tab.