Policy Assignments

After creating a policy, you need to assign it to users. This guide covers the different assignment methods.

Assignment Hierarchy

Policies are assigned at three levels:

1. User-Specific Override (highest priority)
2. Role-Based Assignment
3. Company Default (lowest priority)

The system uses the first applicable assignment found.

Accessing Assignments

From a Policy

1. Open a policy
2. Scroll down to the Policy Assignments section in the Overview tab
3. View and manage assignments for this policy

From the Assignments Page

1. Go to Policies → Assignments
2. View all assignments across the company
3. Manage role and user assignments

Setting the Default Policy

Every company needs a default policy as a fallback.

1. Go to Policies
2. Open the policy you want as default
3. Click Edit
4. Toggle Set as Default Policy to Yes
5. Click Save

Assigning to Roles

Role assignments apply the policy to all users with that role.

Create a Role Assignment

1. Open the policy and scroll to Policy Assignments
2. In the Role Assignments section, click Assign Role
3. Select the role (Member, Manager, or Admin)
4. Click Assign

The policy now applies to all users with that role.

Remove a Role Assignment

1. Find the role in the assignments list
2. Click Remove
3. Confirm the removal

Assigning to Users

User assignments override role assignments for specific individuals.

Create a User Assignment

1. Open the policy and scroll to Policy Assignments
2. In the User Overrides section, click Assign User
3. Search and select the user
4. Optionally set time bounds:
   • Effective From: When the assignment starts
   • Effective Until: When the assignment ends
5. Click Assign

Time-Bound Assignments

Use effective dates for temporary policies:

Example scenarios:

• Executive traveling for a specific project
• Temporary upgrade during trial period
• Scheduled policy change

How it works:

• Before Effective From: Assignment not active, user uses role/default
• Between dates: Assignment active
• After Effective Until: Assignment expires, user uses role/default

Edit a User Assignment

1. Find the user in the assignments table
2. Click Edit
3. Modify the effective dates
4. Click Save

Remove a User Assignment

1. Find the user in the assignments table
2. Click Remove
3. Confirm the removal

Bulk User Assignment

Assign a policy to multiple users at once:

1. Click Assign Users (plural)
2. Search and select multiple users
3. Set optional effective dates (applies to all)
4. Click Assign

Policy Preview

Check which policy applies to a specific user:

1. Go to Policies → Assignments
2. Click Preview Policy
3. Select a user
4. See:
   • Which policy applies
   • Assignment source (User/Role/Default)
   • Assignment details

This helps verify your configuration is correct.

Common Patterns

Standard Role-Based Setup

Default Policy: Standard Travel (for unassigned users)

Role Assignments:
- Member → Standard Travel Policy
- Manager → Manager Travel Policy
- Admin → Executive Travel Policy

Executive Override

Role Assignments:
- All roles → Standard Travel Policy

User Overrides:
- CEO → Executive Policy (permanent)
- CFO → Executive Policy (permanent)
- Project Lead → Enhanced Policy (until project ends)

Temporary Upgrade

Role Assignments:
- Member → Standard Travel

User Override:
- John Smith → Executive Policy
  - Effective From: 2024-01-15
  - Effective Until: 2024-03-15

Best Practices

1. Set a sensible default - Most users should be covered
2. Use role-based for patterns - Same policy for all users of a role
3. Reserve user overrides for exceptions - Keep them minimal
4. Set expiration dates - Don't leave temporary overrides indefinitely
5. Review regularly - Audit assignments quarterly
6. Document exceptions - Note why user overrides exist

Troubleshooting

User has wrong policy

1. Check user assignments first (highest priority)
2. Check role assignments
3. Verify the default policy

Policy not applying

1. Ensure the policy is Active
2. Check effective dates on user assignments
3. Verify the user is in the correct company

Can't delete policy

You cannot delete a policy that is:

• Set as company default
• Assigned to roles
• Assigned to users

Remove all assignments first, then delete.