Koldheim separates two things.
- Access decides what you can manage. There are two kinds: Member and Workspace administrator (a tenant admin). A tenant admin sets it for each person under Manage > People.
- Roles decide which approvals and forms reach you. Your organisation owns its roles. A product brings the roles it needs, and your organisation can rename them, so the names you see may differ from the ones below.
Being given a role does not let you act on work addressed to someone else. A decision or form can only be completed by the people it was addressed to when it began.
Nobody approves their own request. Whoever raised a request is never one of its approvers, even when they hold the role it goes to.
Nobody decides two levels of the same request either. Whoever approved or rejected one approval step of a request is not asked at a later one. If that leaves nobody, the request goes to the level above where the product defines one (Spend Requests: the next approval limit up), and otherwise to the tenant admins, other than everyone left out. Their card says “This came to you as the level above” or “This came to you as an administrator of this workspace”.
If the person who raised a request is the only one who could approve it, it goes to the workspace’s tenant admins instead, other than that person. Their card and message say: “This came to you as an administrator of this workspace”. If the person who raised it is also the only tenant admin, the request stops with the status failed and a note saying so. Give the role to someone else, or make someone else a tenant admin, then retry it.
Access in every workspace
| What | Member | Tenant admin |
|---|---|---|
| Start a request in any service the workspace has | Yes | Yes |
| Approve, reject or fill in work addressed to you | Yes | Yes |
| Move a ticket between columns on a board | Yes | Yes |
| Cancel, discard or retry a request | Your own | Anyone’s |
| Move a waiting approval to the approvers in your settings | No | Yes |
| See Manage and the setup bar | No | Yes |
| Add and edit people, and set their access and who they report to | No | Yes |
| Define, rename and delete roles, and give them to people | No | Yes |
| Add and edit records directly (Manage > Records) | No | Yes |
| Change pipeline values (who is asked, time limits) | No | Yes |
| Download the audit trail and take a checkpoint | No | Yes |
| Add, request or cancel a service, and see billing | No | Yes |
| Set up webhooks | No | Yes |
Leave
| Role | Holds it | Can do |
|---|---|---|
| Anyone taking leave | Every member | Request leave; accept or decline a shortfall in paid leave as unpaid leave on their own request |
| The person’s manager | Whoever is set under Reports to | Approve or reject that person’s leave |
| Line manager (comes with Leave) | People given the role | Approve or reject leave for anyone else with no manager set, never their own; see Leave across the team |
| Tenant admin | Tenant admins | Set the leave policy, add leave movements, set who reports to whom, change approval time limits |
Spend Requests
| Role | Holds it | Can do |
|---|---|---|
| Requester | Every member | Raise a spend request; add supporting documents to their own request until it is rejected, over budget or cancelled |
| Approver, level 1 | The person or role named in an active level 1 approval limit covering the cost centre and amount | Approve or reject first |
| Approver, level 2 | The person or role named in an active level 2 limit covering the amount, if any, unless they approved level 1; then the next level 2 limit up, or the tenant admins | Approve or reject second |
| Tenant admin | Tenant admins | Set cost centres, categories, periods, budget lines, approval limits and suppliers; record actual spend; change approval time limits; add supporting documents to any request |
Spend Requests brings no role of its own: approvers come from your approval limits. A requester is never asked to approve their own request.
Approvers see a request’s supporting documents when they decide. Nobody, tenant admins included, can remove or replace a document once the request is submitted. A document added after a decision is recorded on its own, and whoever decided is told.
Quotes
| Role | Holds it | Can do |
|---|---|---|
| Quoter | Every member | Quote a job, with its drawings, specifications and photos; record the client’s answer on their own quotes, with why it was lost when declined |
| Sales manager (brought by Quotes) | People given the role | Sign off a quote at or above the sign-off value, except one they raised |
| Tenant admin | Tenant admins | Set the sign-off value and validity, add clients, update orders, change who signs off and who records answers |
A quote’s files are attached on its form only. Nobody, tenant admins included, can add, remove or replace them afterwards: a changed drawing is a new quote.
Artwork Approvals
| Role | Holds it | Can do |
|---|---|---|
| Account manager (brought by Artwork Approvals) | People given the role, and whoever starts a job | Start a job; send each version to the client; choose print or files after approval; choose the supplier; choose whether the client signs off this job’s proof; send an expired proof link again |
| Artist (brought by Artwork Approvals) | The person named as the job’s Artist | Upload artwork for that job; every upload is the next version |
| Art director (brought by Artwork Approvals) | People given the role | Sign off a version before the client sees it, except artwork they made or a job they started |
| Production manager (brought by Artwork Approvals) | People given the role | Record the proof, with its file when the client signs it off; record production and dispatch |
| Tenant admin | Tenant admins | Add clients and production suppliers; change who signs off, who sends and who records production, and how long links work; choose whether clients sign off suppliers’ proofs (Manage > Settings) |
The client and the supplier are not roles and take no seat. They answer through an emailed link, the client’s proof sign-off included, and nobody in the workspace can answer for them.
Media Bookings
| Role | Holds it | Can do |
|---|---|---|
| Media planner (brought by Media Bookings) | People given the role, and whoever starts a campaign | Start a campaign; build each plan version; send it to the client |
| Media director (brought by Media Bookings) | People given the role | Sign off a plan version before the client sees it, except a campaign they planned or started |
| Media buyer (brought by Media Bookings) | The person named as the campaign’s Buyer | Issue insertion orders and send them again; send material; record proof of flight and make-goods; decide an invoice variance |
| Finance (brought by Media Bookings) | People given the role | Record media owner invoices; are told when a client bill is ready |
| Tenant admin | Tenant admins | Add clients and media owners; set commission, VAT and invoice tolerance in Media settings; change who signs off, who books, who records invoices, and how long links work |
The client and the media owners are not roles and take no seat. They answer through an emailed link, and nobody in the workspace can answer for them.
Projects
| Role | Holds it | Can do |
|---|---|---|
| Team member | Every member | Raise a ticket; move tickets between columns; add files to any ticket not in Done |
| Project lead (brought by Projects) | People given the role | Triage new tickets: assignee, estimate, column |
| Tenant admin | Tenant admins | Create projects, edit tickets (including removing a file), change who triages |
Assets
| Role | Holds it | Can do |
|---|---|---|
| Anyone in the workspace | Every member | Receive an asset, assign an asset, ask to retire an asset |
| Asset manager | People given the role | Told when a service is due; record services; agree or refuse a retirement |
| Tenant admin | Tenant admins | Add assets and locations; change who is told, who records services and who agrees retirements |
Assets does not bring the Asset manager role itself. Setup lists it when your workspace has Assets, and a tenant admin defines it.
Asset Requisitions
| Role | Holds it | Can do |
|---|---|---|
| Requester | Every member | Raise a requisition |
| Head of department | People given the role with key hod |
Approve or reject every requisition |
| Bursar | People given the role with key bursar |
Counter-sign requisitions above R500, except one they approved as head of department; receive stock-short and no-budget warnings |
| Tenant admin | Tenant admins | Set stock items and department budgets; change approvers, warning recipients and time limits |
Asset Requisitions does not bring these roles itself. Setup lists them, and a tenant admin defines them with these keys.
Field Trials
| Role | Holds it | Can do |
|---|---|---|
| Agronomist | Whoever starts a trial, and the person named as its agronomist | Set up a trial; capture its results |
| Agronomy lead, Operations manager, QA lead | People given these roles | Assess an under-application incident; agronomy leads are also told when a trial closes |
| Procurement, Operations manager | People given these roles | Told when seed stock is short |
| Tenant admin | Tenant admins | Set trial types, variants and seed stock; change who is told |
Field Trials does not bring these roles itself. Setup lists them, and a tenant admin defines them.