Admin Guide / Governance
Reporting Hierarchy
Set up your reporting hierarchy for a secure, real-time view across your Accounts, Deals, and Rox agents.
The reporting hierarchy gives revenue teams a secure, real-time view of the Accounts, Deals, and Rox agents they are responsible for. Powered by Rox Governance, it gives every user the context they need without exposing records outside their scope.
Overview
Ask Rox one question and see what is moving, what is at risk, and where to step in without waiting for reports or switching between systems.
Example questions:
What are my biggest Deal risks this quarter?
Find Leads and run personalized outreach.
Give me a live forecast update.
Who should use the reporting hierarchy
The executive view is not only for CEOs:
Reps run their own Accounts and Deals.
Managers see what is happening across their team.
CROs and founders see the organization below them.
Everyone uses the same reporting hierarchy at the right level for their role.
Before you begin
Make sure every manager and report is active under Settings → Access → Members.
Confirm you can manage Governance settings.
Have your current reporting structure ready.
How pods work
A pod is a group of users who share an access policy, similar to a team. For the reporting hierarchy, Role pods mirror your reporting structure. For example, CRO → Sales Managers → Sales Reps.
Open Governance
Open your profile menu at the bottom left of Rox and select Governance.
In the console’s left sidebar, select Pods under Records.
Set up your reporting hierarchy
The reporting hierarchy follows your reporting structure. In Rox Governance, Role pods group users and the User-based hierarchy connects managers to their teams.
Create Role pods
Select Hierarchy, filter to User-based, then select New pod.
Enter a clear name and description. Under Label, select Role, then select Create POD.
Create one Role pod for each reporting group, not for each person. Keep reps who share the same managers in one rep Role pod, and place those managers together in one manager Role pod above it. Create separate manager Role pods only when the managers lead different rep groups.
Add users to Role pods
Select a Role pod in the hierarchy, then select View POD.
Open Members, then select Add Member.
Select the users to add and configure their membership:
Role describes the user's relationship to the pod. Member is standard membership. Owner marks a user as responsible for the pod, they must be admin and they can later edit the pod as required.
Access level is separate from the Pod role. Read, Edit, and Full set the maximum record access for memberships in pod corresponding to user.
Add a Permission Set only when the members need additional field-level rules.
Select Add Member when ready.
Connect the Role pods
Return to the Hierarchy view and select User-based. Connect each manager Role pod to the Role pod for its direct reports. The manager pod is the parent; the report pod is the child. Add additional top-level reporters and CXOs as needed.
Repeat until the hierarchy matches your reporting structure. By default, in Live mode, each connection is saved immediately. In Draft mode, select Save to apply the connections after making your changes.
The image above shows a completed reporting hierarchy for an example company. When your hierarchy matches your reporting structure, the setup is complete.
What your team can do after setup
The reporting hierarchy gives each person a live view at the right level:
Reps can ask about their Accounts, Deals, and next actions.
Managers can see what is moving, what is at risk, and where to step in across their team.
CEOs, CROs, and founders can ask the same questions across the organization below them.
Rox agents use relevant Events, Emails, and Notes to answer questions and take action. Rox Governance keeps every user and agent within the right access boundaries.
How record access is calculated
Rox Governance applies each user's Read, Edit, or Full record access, then the reporting hierarchy rolls that governed access up through the Role pods. Managers can access records available to users below them; reports do not inherit their manager's records.
Best practices
Keep it current. Update the reporting hierarchy when reporting lines change.
Match your organization. Connect each manager pod only to its direct-report pods.
Group shared managers. Keep managers in one Role pod when they lead the same rep group.
Check access cascades. In Governance → Baselines, find Parent-child access cascade. Ensure Account → Email and Account → Event are active so the reporting hierarchy can include Emails and Events linked to Accounts each user can access.
Use it for live decisions. Ask about Deal risk, forecast changes, and where to intervene.
Advanced
Control how much access moves up the hierarchy
You can use Pod membership access levels to control how much access each person receives through a User-based hierarchy.
1. Open the Members tab
Open a pod and navigate to the "Members" tab.
2. Set the access level
Select a member and set Access level to Read, Edit, or Full. These levels provide increasing access.
This sets the member's maximum access to records available to users in this pod and its child pods (known as subordinates).
This will help to restrict the control of superiors over subordinate records.
For example, "Read" allows the member and superiors above them to view those records without editing or fully managing them.