Karma helps teams thrive through recognition—and behind every successful recognition program is a structure that keeps everything running smoothly. Whether you’re giving karma, managing rewards, or overseeing user permissions, knowing who does what is essential for creating a transparent, fair, and scalable recognition experience.
In this guide, we’ll break down the key user roles in Karma—User, Admin, and Owner—and explore the optional permissions that enhance how teams manage appreciation at scale.
Let’s lift the curtain on how your organization’s Karma engine works.
Why Roles Matter in Recognition Platforms
Before we dive into the specific roles, let’s talk about why roles matter in the first place.
Recognition tools aren’t just about sending kudos. They’re about enabling a culture. And like any culture, recognition needs structure, boundaries, and trust. In Karma:
- Users need to trust the system is fair.
- Admins need control over permissions.
- Owners need transparency into what’s working (and what’s not).
According to Gallup, teams that feel recognized are 21% more productive. But when the system behind that recognition is confusing or unmanaged, participation drops. Defining clear roles keeps your culture of appreciation strong and sustainable.
Role 1: User – The Culture Champion
Best for: Everyday team members
Default permissions: ✔️ Accept Karma ❌ Moderation ❌ Personal Unlimited Karma ❌ Rewards Fulfillment ❌ Group Admin
The User is the heart of the Karma platform. These are your team members, contributors, and collaborators—the people doing the work and receiving appreciation for it.
By default, Users can:
- Receive karma from peers
- Participate in the appreciation system
- View their karma score and messages
Optional add-ons (enabled by admins):
- Moderation – Approve or deny karma messages
- Personal Unlimited Karma – Give out unlimited karma (great for senior contributors or champions)
- Rewards Fulfillment – Help manage redemption of karma points
- Group Admin – Manage specific groups or teams in the system
This flexibility is especially useful in larger companies, where some users may need more control without being given full admin rights.
Role 2: Admin – The Karma Architect
Best for: HR, People Ops, Team Leaders
Default permissions: ✔️ Accept Karma ✔️ Can change user roles ✔️ Can manage groups ✔️ Can see other users’ profiles ❌ Moderation (optional) ❌ Personal Unlimited Karma (optional) ❌ Rewards Fulfillment (optional)
Admins are your behind-the-scenes organizers. They’re responsible for configuring and scaling your recognition system, making sure the right people have the right access.
Admins can:
- Change user roles
- Manage teams and departments
- View all users’ profiles (for visibility into engagement and performance)
- Assign additional permissions to users
Why is this important?
Let’s say your team is expanding rapidly. Admins ensure the recognition culture scales with it. They can set boundaries, grant privileges, and ensure everything runs without bottlenecks.
According to SHRM, organizations that align recognition with core values are 3X more likely to see increased employee engagement. Admins play a big role in making that alignment happen.
Role 3: Owner – The Strategic Overseer
Best for: Executive sponsors, Program creators, Heads of People
Default permissions: ✔️ Accept Karma ✔️ Can change user roles ✔️ Can manage groups ✔️ Can delete data ✔️ Can see other users’ profiles ❌ Moderation (optional) ❌ Personal Unlimited Karma (optional) ❌ Rewards Fulfillment (optional)
The Owner has the highest level of control in Karma. This role is typically reserved for the person who initiated the Karma program or oversees company-wide employee experience.
In addition to all Admin capabilities, Owners can:
- Delete data (such as karma history, users, or test entries)
- Oversee system-wide settings
- Monitor role changes and access at a strategic level
Giving someone Owner status is a decision that should come with trust. This person can shape how your organization defines and scales recognition—so clarity and intentionality are key.
Optional Permissions: Build the Role You Need
Karma is flexible. Any user—regardless of base role—can be assigned specific additional permissions. Let’s break these down:
✅ Accept Karma
This is enabled by default for all roles. It allows users to receive karma. Turning this off disables that feature, which can be useful for bots, test accounts, or users not meant to participate directly.
🛠 Moderation
Grants the ability to review and approve or deny karma messages. This is ideal for organizations with compliance or tone standards that want to ensure every public message aligns with company values.
💎 Personal Unlimited Karma
Overrides default karma limits, allowing users to give as much karma as they’d like. This is great for founders, department heads, or champions of company culture.
🎁 Rewards Fulfillment
Allows users to manage reward redemptions, ensuring employees get their gifts, perks, or bonuses tied to karma points. Often assigned to office managers, finance teams, or HR.
👥 Group Admin
Grants permission to manage specific teams, channels. Great for distributed companies or managers overseeing multiple units.
A Role for Everyone, A Place for Recognition
Recognition isn’t just a button—it’s a behavior. And behaviors need structure to grow. By clearly defining user roles in Karma, you’re making it easier for everyone to participate meaningfully, manage responsibly, and celebrate consistently.
Let’s recap:
- Users are the lifeblood of karma—they give and receive appreciation.
- Admins keep the machine running, from user access to team organization.
- Owners have strategic control over the platform and its data.
- Optional permissions like Moderation, Fulfillment, and Unlimited Karma make it easy to build tailored access.
So, who does what in Karma? Now you know.
Final Thought
Recognition shouldn’t be chaotic. When people know their role—and what they can do—appreciation becomes seamless, frequent, and impactful.
With Karma’s flexible role system, you’re not just managing access—you’re shaping how your company celebrates great work.
Ready to fine-tune your recognition engine? Head to your Roles Settings and explore the power of roles.
Start with Karma’s 30 day free trial and build a culture where appreciation is more than a buzzword—it’s a way of life.