Manager Mapping: Assigning Management Rights, Teams, and Locations

Manager mapping is how you give a member management rights and define exactly which Teams and Locations they oversee. Getting this right is fundamental — it determines whose data a manager can see, whose reviews and surveys they manage, and the scope of their visibility across Prosper.

Who this is for: Administrators only

Read time: 5 minutes

Why manager mapping matters

Manager mapping sits behind much of how Prosper works. A member mapped as a manager of certain Teams and Locations will be able to:

See and manage performance data for the people in those Teams and Locations.
Conduct reviews, ratings, assessments, and development plans for their members.
Access survey results for their teams (where visibility is enabled and the anonymity threshold is met).
Filter and find their people in the People & Skills Finder.

Because so much flows from it, accurate manager mapping is one of the most important pieces of setup an Administrator manages.

Prerequisites

You must be an Administrator — manager mapping is Admin-only.
The Teams and Locations you want to assign must already exist in the platform.

How to map a manager

Step 1 — Select a member

Navigate to People & Skills Finder in the menu and select the member you want to map.

Step 2 — Edit the member

Scroll down to select Edit.

Step 3 — Set the User Role

Select the User Role under User Permissions and choose Manager.

Please note: Administrators can also assign other Administrators by selecting Admin.

Selecting Manager will activate the dropdown boxes for Managed Teams and Managed Locations.

Step 4 — Assign Teams and Locations

Select a Team and Location. Fields pre-populate based on your current Teams and Locations available within the platform. Multiple Teams and Locations can be assigned to a manager.

Note: Teams and Locations are managed directly within each user's profile. To assign or update them, simply open the relevant user profile and add or edit the Team and Location fields as needed. This keeps everything in one place — rather than managing assignments through a separate area, you build out a user's team and location membership right where their other details are stored. Any changes take effect as soon as the profile is saved, ensuring the user is immediately associated with the correct teams and locations across Prosper. Once a new team or location has been added to a profile, it will also become available to choose from the drop-down menus when making manager assignments.

Step 5 — Save

Scroll to the bottom of the member profile and select Save Changes.

The member now has management rights over the assigned Teams and Locations.

Understanding roles

Manager — has management rights scoped to the Teams and Locations you assign. Sees and manages only their mapped people.
Admin — has organisation-wide access. Assign with care, as Administrators can see and manage data across the business.

Assign Admin sparingly. Administrator access is powerful and organisation-wide. Reserve it for the small number of people who genuinely need full access, and prefer scoped Manager mapping for everyone else.

Tips and best practices

Map to the real reporting structure. Manager mapping should mirror how your organisation actually works. Inaccurate mapping is the single most common cause of "I can't see my team" issues.
Use multiple Teams and Locations where appropriate. A regional manager overseeing several sites should have all those Locations assigned, so their visibility matches their responsibility.
Set up Teams and Locations first. Because the dropdowns pre-populate from existing Teams and Locations in member profiles.
Review when people change roles. When a manager moves, gets promoted, or changes sites, update their mapping promptly so their access stays accurate.
Keep Admin access lean. Apply least privilege — give Manager mapping by default and reserve Admin for those who truly need it.
Audit periodically. A regular review of who manages what keeps your access controls accurate and your reporting clean.

Troubleshooting

The Managed Teams / Locations dropdowns aren't appearing.
These activate only when the User Role is set to Manager. Confirm you've selected Manager first.

A Location or Team I want to assign isn't in the dropdown.
The dropdowns pre-populate from existing Teams and Locations in your existing profiles. If something's missing, update the Team or Location in the employee's profiles first, then return to map the manager.

The manager says they can't see their team after mapping.
Confirm the changes were saved (Save Changes at the bottom of the profile), and that the right Teams and Locations are assigned. Also check that the team members are actually allocated to those Teams and Locations. Ask the manager to refresh, or log out and back in.

A manager can see too many people.
Review their Managed Teams and Locations — they may have a broader assignment than intended, or an Admin role rather than Manager. Adjust and save.

Can one manager oversee multiple sites?
Yes — assign multiple Locations (and Teams) to a single manager. Their visibility will span everything assigned.

Can a member be both a Manager and an Admin?
The User Role defines their access level. An Admin already has organisation-wide visibility, so they don't need separate Team/Location mapping to see data. Choose the role that matches the access the person genuinely needs.

I removed a Team from a manager — what happens to past reviews?
Changing mapping affects ongoing visibility. Historical records remain intact; the manager simply no longer has access to that Team's data going forward. Take care when remapping mid-cycle.

Related to