Tab four · Access
Access and permissions: who sees what
A handbook only helps if the right people can open it, and only the right people can alter how it is arranged. Infovative keeps that simple: teams decide which sections a person can see, and roles decide what that person can do on a page.
Tab four · Teams
Teams decide which sections are visible
A team in Infovative is a named group of people, such as "office", "warehouse" or "new starters". Each section of the handbook index can be opened to one or more teams. A section opened to everyone, such as general guidance, appears for every person with access. A section opened only to the warehouse team does not appear in anyone else's index or search results at all.
People can belong to several teams, and they see the combined set of sections. Moving a person between teams changes their handbook straight away; there is no separate copy to update.
Teams in the handbook are deliberately separate from anything held about staff elsewhere. Infovative does not import an employee list, contracts or job titles. An editor adds people by their email address and places them in teams, and that is all it knows about them.
Tab four · Roles
Read-only and editor roles
There are two roles, and they are kept narrow on purpose.
Read-only is the role almost everyone holds. A reader can open the sections their teams allow, search them, follow related-page links and read change notes. They cannot change owners, dates or links, and they cannot alter the text, because the text belongs to the source file.
Editor is for the few people who look after the handbook as a whole. Editors bind folders into the index, arrange pages under headings, set owners and review dates, link related pages, add explanations to change notes, and manage teams and people. An editor can be limited to certain sections, so the warehouse lead can look after site checklists without touching office procedures.
| Action | Read-only | Editor |
|---|---|---|
| Open and search visible sections | Yes | Yes |
| Read change notes and follow related pages | Yes | Yes |
| Set page owner and review date | No | Yes, within their sections |
| Link related pages, annotate change notes | No | Yes, within their sections |
| Add people and arrange teams | No | Yes, if granted |
| Change the wording of a page | Neither: wording is changed in the source file | |
Tab four · Good practice
Keeping access tidy
A few habits keep a handbook's permissions easy to reason about. Start with one section open to everyone and add narrower sections only when a real need appears. Give the editor role to the people who already maintain the source documents, rather than to whoever happens to be keen. Review team membership when someone joins, moves or leaves, in the same breath as the rest of your arrangements.
Remember also what permissions in the handbook do not control. They decide what people see inside Infovative. They do not change who can open the original files on your drive; that remains governed by your drive's own sharing settings. If a document should not be widely read, keep it out of a connected folder or open its section to a narrow team, and check the drive settings too.
Infovative does not make your arrangements compliant with any law or standard, and we do not advise on what each group of staff should be allowed to read. Those decisions belong to your organisation and, where needed, to its advisers. What the product gives you is a clear, visible record of which team sees which section, so the decisions you make are carried out consistently.
The walk-through includes setting up a test team on your sample folder, so you can see exactly what a reader and an editor each get.