This article is for administrators of the Gifts and Benefits area. It explains how to assign the Administrator role, as well as the Consultant role (read-only administrator).
How do I add an administrator to the Gifts and Benefits area?
How do I assign the admin role to an existing colleague?
- Step 1: Find the colleague in the Colleagues tab or in the Recipients tab of the Gifts and Benefits programme.
- Step 2: Click on their name.
- Step 3: Select the relevant programme (Gifts and Benefits) from the tabs at the top.
- Step 4: Click on Edit > Role > Admin, then confirm.
How do I create an administrator who isn't yet in the list of colleagues?
- Step 1: Go to the Gifts and Benefits menu.
- Step 2: In the list of recipients, click on Add > Add an administrator.
- Step 3: Fill in the required details and confirm.
What is the Consultant role in the Gifts and Benefits area?
A user with the Consultant role has a Swile account and receives any benefits distributed by the programme they belong to. They also have access to the Gifts and Benefits admin area. In this area, an information banner appears at the top of each module to remind them that they have read-only access.
⚠️ A role reserved for audit and internal review
The Consultant role in the Gifts and Benefits area isn't suitable for all CSE use cases. It's designed for occasional internal audit or review needs. For example, it doesn't allow you to restrict access to certain tabs for an accountant or an external firm.
What can a Consultant view and download?
In the Gifts and Benefits area, a Consultant can view:
- All pages in the Gift module (recipients, dependants, orders, statistics, accounting, grants, personalised offers, payment, limits, settings)
- All pages in the Communication module (articles, topics, documents, newsletters, members)
They can also download:
- Invoices and credit notes from the Accounting section
- Invoices from the order details
- CSV export of recipients from the order details
- CSV export of requests linked to a grant
- CSV export of requests linked to a personalised offer
What actions are blocked for a Consultant?
In the Gifts and Benefits area, a Consultant cannot:
- Create or edit orders, grants, limits, collections or personalised offers
- Create or edit recipients or criteria
- Create or edit articles, newsletters, documents or topics
- Rearrange content in the Communication portal (drag and drop is disabled)
- Download the bulk export of the recipients list
- Generate the SEPA file for reimbursement requests linked to a grant
How do I add a consultant (read-only administrator) to the Gifts and Benefits area?
Only an administrator of the Gifts and Benefits area can assign the Consultant role.
How do I assign the Consultant role to an existing colleague?
- Step 1: Find the colleague in the Colleagues tab or in the Recipients tab of the Gifts and Benefits programme.
- Step 2: Click on their name.
- Step 3: Select the relevant programme (Gifts and Benefits) from the tabs at the top.
- Step 4: Click on Edit > Role > Consultant, then confirm.
How do I create a Consultant who isn't yet in the list of colleagues?
First, create the colleague (even if they don't receive any benefits, this step is required – you just don't need to credit them):
- Step 1: Go to the Gifts and Benefits menu.
- Step 2: In the list of recipients, click on Add > Add a recipient.
- Step 3: Fill in the required details and confirm.
Then assign them the Consultant role:
- Step 1: In the list of recipients, click on the colleague you just created.
- Step 2: Select the relevant programme (Gifts and Benefits) from the tabs at the top.
- Step 3: Click on Edit > Role > Consultant, then confirm.
⚠️ OTP validation required
One-time password (OTP) validation is required for any role change to Consultant or Administrator in the Gifts and Benefits area. The administrator making the change must have access to their authentication app.
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