Ex.Brain supports a scalable team structure by combining:
- Departments → Functional groups inside your company (HR, Marketing, Ops)
- Roles / Job Titles → What each person does (Manager, Analyst, Server)
- Access Levels → What each person can access based on their job, location, and responsibilities
This page explains how those 3 elements work together to ensure your team can collaborate securely and effectively.
What Are Departments? #
Departments are the functional groups your organization is made of:
- HR, Finance, Sales, Marketing, Operations, etc.
When you assign employees to departments, it helps you:
- Filter team views
- Assign default Access Levels
- Organize training or performance data
Departments exist within a Workspace and can have their own Department Manager.
What Are Roles? #
A role describes an employee’s position or function. This is for reference and access control, not job performance tracking.
Examples:
- Store Manager
- Logistics Analyst
- Front Desk Agent
- Software Engineer
Roles help with onboarding, especially when paired with predefined Access Levels (see below).
What Are Access Levels? #
Access Levels define what each employee can do and see inside the Ex.Brain platform:
- Which Blocks they can query or manage
- Whether they can use Ex.Brain
- What features (Meetings, STK, Data Lake) are visible
Each Access Level can:
- Be assigned to specific Block Categories
- Apply across all or selected Workspaces
- Include or restrict Ex.Brain access for data, analytics, or conversations
Think of Access Levels like "permission bundles" — Admin, Analyst, Viewer, Editor, etc.
How They All Work Together #
Component | Assigned To | Purpose |
Department | Workspace | Organizes teams by function |
Role | Employee | Identifies job responsibilities |
Access Level | Employee | Controls visibility and capabilities |
Summary #
Setting up these three correctly allows you to:
- Secure data by limiting exposure to what users need
- Enable smarter answers from Ex.Brain (based on the user’s role and team)
- Simplify onboarding by assigning predefined Access Levels per department.