Assign user personas, roles, groups, and responsibilities in Social Benefits Playbook

  • Release version: Zurich
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Assign user personas, roles, groups, and responsibilities in Social Benefits Playbook

    The Social Benefits Playbook application includes predefined user personas, roles, and responsibilities designed to manage access and delegation within your benefits agency. Assigning these roles and creating groups allows your organization to control who can access specific features, capabilities, and data in the platform.

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    Assigning User Roles

    • Roles define what users can do within the Social Benefits Playbook and should be assigned based on the responsibilities of each user related to benefit cases.
    • Each user must have a user record created within the organization before role assignment.
    • Assign roles by navigating to All > User Administration > Users, editing the Roles related list, selecting the appropriate roles, and saving the changes.
    • The admin role is required for managing roles and user assignments.
    • It is possible to create multiple users with different roles depending on organizational needs.

    Using Assignment Groups to Create Organizational Teams

    • Groups enable delegation and team management by assigning roles to groups, which users inherit when added as members.
    • Create one group specifically for administrators and assign the admin role exclusively to this group.
    • Create additional groups as needed to represent teams or functions within your agency.
    • Users can be added to groups either before or after roles are assigned; all users in a group inherit the group’s roles.
    • To create a group, navigate to All > User Administration > Group, define the group name, add members, assign roles, and save the group.

    Key Outcomes

    • Clear delegation of responsibilities and controlled access to Social Benefits Playbook functions based on assigned roles.
    • Streamlined user and group management facilitating efficient organizational workflows.
    • Flexible assignment of roles either individually or through groups to match agency structure.
    • Ensures security and proper access governance by centralizing role assignments within user records and groups.

    By default, the Social Benefits Playbook application comes with roles, personas, and responsibilities that can be assigned to existing users on the platform.

    Assigning user roles

    Assign roles to members of your benefits agency Social Benefits Playbook application so that your users can have delegated access to Social Benefits Playbook features, capabilities, and data.

    There are a few guidelines when assigning roles to users:
    • Determine the roles who would be working on the benefit cases for the agency, and what user would do what. For more information on the roles available in Social Benefits Playbook and to determine which makes sense for each user, see Social Benefits Playbook roles and ../reference/psds-config-sbp-personas.html
    • Create as many users as needed in your organization.

    Role required: admin

    To assign roles to a user within an organization:

    1. Make sure a user record has been created within the organization. Navigate to All > User Administration > Users to create a user record, or open an existing user record.
    2. In the Roles related list, select Edit.
    3. In the Collection list, select the desired roles, and then select Add
    4. Select Save.
    5. Repeat as many times as needed until all desired users are added to and associated with the organization and have the desired role.
    You can also create user groups and assign roles to them. Users assigned to the group inherit the roles.

    Using assignment groups to create organizational teams

    There are a few guidelines for creating groups:
    • Create one group for administrators and assign the admin role to this group only.
    • Create as many groups as needed in your agency. Assign the necessary users to those groups, and then assign the necessary role to those groups if you haven't already. You can create groups first, assign a role to the group, and add users, or you can add user roles individually and then add them to the group. All users in a group will inherit the group role.

    To delegate access to benefit programs and create organizational teams, you can create assignment groups.

    To create a user assignment group:
    1. Navigate to All > User Administration > Group to create group record.
    2. Select a group Name.
    3. In the Group Members related list, select Edit.
    4. Select one or more names in the Collection list.
    5. Select Add and Save.
    6. Repeat as many times as needed until all desired users are added to the group.
    7. In the Roles related list, select Edit.
    8. Add the desired roles to the group.
    9. Select Save.

    For more information on the roles available in Social Benefits Playbook and to determine which makes sense for each user, see Social Benefits Playbook roles and ../reference/psds-config-sbp-personas.html.