User Roles
To simplify user licensing for Microsoft 365 and to provide a consistent service experience, listed below are some of the sample roles to be considered:
| Profile / Role | Role Example | Properties |
| Information Worker | Office User | Typically, a full-time employee working business hours.Has a dedicated workstation or laptop with Windows 10.Uses Microsoft Office desktop apps day-to-day.Shares files, emails, and collaborates with colleagues on documents. Needs personal storage space for drafts / unpublished documents and files.Communicates with colleagues by chat or call and attends online meetings.May sometimes remote work.Occasionally accesses emails and files on a mobile device.May occasionally view Power BI reports. |
| Remote Information Worker | Sales Consultants | Same as information worker.Works predominantly from remote location using an assigned laptop.Often accesses emails and files on a mobile device. |
| Management | Director | Same as information worker.Requires frequent access to reporting tools, data analytics, and Power BI.Has access to sensitive financial information.Often accesses emails and files on a mobile device.Needs a platform to make announcements to the wider organisation.May host an organisation-wide meeting. |
| Information Worker – Power User | Team Leader | Same as information worker.May need access to automation tools – Power Automate.Requires frequent access to reporting tools, data analytics, and Power BI. |
| Data Worker | Data Analyst, Business Intelligence Consultant | Same as information worker.Requires frequent access to reporting tools, data analytics, and Power BI.Requires access to Power BI desktop.Requires access to SQL Server, SSAS, and cubes.May require virtual desktop / remote desktop access.Has access to sensitive and privileged information.Will need access to automation tools – Power Automate. |
| Creative Worker | Graphics Designer, Marketing Assistant | Same as information worker.May opt to use an Apple workstation or laptop.Requires creative tools and applications – Adobe suite.Requires large local storage for dealing with large artwork or media.Shares and sends large files often both internally and externally.May predominantly work remotely. |
| IT Worker | Desktop Analyst, Systems Analyst | Same as information worker.Requires multiple logins to segregate administrative permissions.Has full access to all information.Frequently accesses emails and files on a mobile device.Requires access to an array of ad-hoc IT tools and applications.Requires access to remote monitoring and management software.Requires administrative access to automation tools – Power Automate.Requires administrative access to SQL servers. |
| Program Specialist | Developer, ERP Consultant | Same as information worker.Requires multiple logins to segregate administrative permissions.May require virtual desktop / remote desktop access.May often work remotely.May require access to development environments.Has access to privileged information.Support cases may be escalated to them.May need access to remote management software.Will need access to automation tools – Power Automate.May own an Azure subscription. |
| Warehouse Worker | Picker | Typically, a full-time or part-time frontline employee working warehouse operating hours.Does not typically have a dedicated workstation or laptop.May use a scan gun or shared workstation in their day-to-day duties.Does not typically use Microsoft Office apps.May need access to shared file location.May not need access to emails but will require digital communication with colleagues – Teams.Likely to access communications program with their own mobile device.Will need access to the company intranet and learning/development content from their own mobile device. |
| Warehouse Manager | Warehouse Manager | Same as warehouse worker.Typically has a dedicated workstation.Likely to perform a lot of printing and scanning.May infrequently use Microsoft Office apps.Frequently uses file shares and will need their own storage for drafts.Will need access to emails and digital communication with colleagues – Teams.Likely to access emails and communications with their own mobile device. |
| Retail Store Worker | Store Team Member | Typically, a full-time or part-time frontline employee working retail store hours.Needs access to retail point-of-sale system but does not typically have a dedicated workstation or workstation login.Shares a login account and does not have an individual email; however, may need to email at times.Will typically use their own mobile device to communicate with colleagues.May occasionally use scan gun for stocktakes |
| Retail Store Casual | Store Casual | Same as retail store worker but may have less responsibilities and accountability |
| Retail Store Manager | Store Manager | Same as retail store worker but may have a dedicated workstation.Will typically have their own login for back-office activities.Will likely have their own email.Will typically use their own mobile device to access emails and communicate with colleagues.May infrequently use Microsoft Office desktop applications. |
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