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Permissions by Role

This article outlines what permissions each role has across all modules.

Ben Gale avatar
Written by Ben Gale
Updated over 6 months ago

Role Overview

Member: Basic access level with limited permissions for everyday tasks.
​Manage: Extended permissions for managing content and workflows.
​Admin: Full access with all permissions including system configuration and destructive actions.

Site Module

Controls core site functionality and settings.

Member Role

  • Read: View site content and navigate the platform

  • Upload Asset: Upload files and documents to the site

Manage Role
​Includes all Member permissions plus:

  • Manage Tags: Create, edit, and delete tags used across the site

  • Create Groups: Create new user groups for organization

  • Manage Users: Add, remove, and modify user accounts

  • Manage Group Members: Add and remove users from groups

  • Update Site: Modify site settings and configuration

  • Manage Review Policies: Set up and configure document review workflows

  • Manage Approval Policies: Configure approval workflows for various processes

Admin Role
​Includes all Manage permissions plus:

  • Delete Groups: Remove user groups from the system

  • Manage Integrations: Connect and configure third-party integrations

Documents Module

Manages the document library and related features.

Member Role

  • Read Document: View and download documents

  • Comments: Add comments to documents and participate in discussions

Manage Role
​Includes all Member permissions plus:

  • Create Document: Upload new documents to the library

  • Add Version: Upload new versions of existing documents

  • Update Document: Edit document details and metadata

  • Manage Categories: Create and organize document categories

  • Distribute Document: Share documents with users and groups

  • Tag Document: Apply tags to documents for organisation

  • Review Documents: Participate in document review processes

  • Manage Shared Collections: Create and manage shared document collections

  • Insights: View analytics and reports about document usage

  • View All Comments: See all comments on documents, including private ones

  • Create Review Instance: Start new document review processes

Admin Role
​Includes all Manage permissions plus:

  • Delete Document: Permanently remove documents from the library

  • Manage Quizzes: Create and manage document-related quizzes

  • Delete Review Instance: Cancel or remove document review processes

Forms Module

Handles form creation, management, and submissions.

Member Role

  • Read: View and fill out forms

  • View Templates: Browse available form templates

Manage Role
​Includes all Member permissions plus:

  • Create: Build new forms and form templates

  • Update: Edit existing forms and their settings

  • Manage Templates: Create, edit, and organize form templates

  • Manage Categories: Organize forms into categories

  • View Submissions: See form responses and submissions

Admin Role
​Includes all Manage permissions plus:

  • Delete: Remove forms permanently from the system

  • Manage Submissions: Edit, delete, and manage form submissions

  • Export Submissions: Download form data for external analysis

Service Desk Module

Manages issue tracking, resolution, and service request handling.

Member Role

  • Read Own Issue: View issues they created or are assigned to

  • Read Own Request: View requests they created or are assigned to

  • Create Issue: Report new issues and problems

  • Create Request: Submit service requests and assistance requests

  • Comments: Add comments to issues and requests and participate in discussions

Manage Role

Includes all Member permissions plus:

  • Read All Issues: View all issues across the site

  • Read All Requests: View all requests across the site

  • Triage Issue: Assign priority, category, and initial handling of issues

  • Triage Request: Assign priority, category, and initial handling of requests

  • Update Issue: Edit issue details, status, and assignments

  • Update Request: Edit request details, status, and assignments

  • View All Comments: See all comments on issues and requests, including private ones

  • Insights: View analytics and reports about issue and request trends

  • Manage Workflows: Configure automated issue and request handling processes

Admin Role

Includes all Manage permissions plus:

  • Delete Issue: Permanently remove issues from the system

  • Delete Request: Permanently remove requests from the system

Premises Module

Manages locations, assets, and physical infrastructure.

Member Role

  • View Location: See location details and information

  • View Asset: Browse asset information and specifications

  • View Asset Definition: See asset templates and definitions

  • Comments: Add comments to locations and assets

Manage Role
​Includes all Member permissions plus:

  • Create Location: Add new locations to the system

  • Update Location: Edit location details and information

  • Delete Location: Remove locations from the system

  • Create Asset: Add new assets to locations

  • Update Asset: Edit asset details and specifications

  • Delete Asset: Remove assets from the system

  • Create Asset Definition: Create templates for asset types

  • Update Asset Definition: Edit asset type templates

  • Delete Asset Definition: Remove asset type templates

  • View All Comments: See all comments on premises items, including private ones

Admin Role
​Includes all Manage permissions (no additional admin-only permissions)

Maintenance Module

Handles maintenance jobs and incident management.

Member Role

  • View Job: See maintenance jobs and schedules

  • View Incident: Review maintenance incidents and reports

  • Comments: Add comments to maintenance items

Manage Role
​Includes all Member permissions plus:

  • Create Job: Schedule new maintenance jobs

  • Update Job: Edit maintenance job details and schedules

  • Delete Job: Remove maintenance jobs from the system

  • Create Incident: Report new maintenance incidents

  • Update Incident: Edit incident details and resolution status

  • Delete Incident: Remove incident records from the system

Admin Role
​Includes all Manage permissions (no additional admin-only permissions)

Risks Module

Manages risk assessments and risk management processes.

Member Role

  • View Assessments: See risk assessments and their results

Manage Role
​Includes all Member permissions plus:

  • Create Assessment: Conduct new risk assessments

  • Update Assessment: Edit existing risk assessments

  • Manage Risks: Configure risk management policies and procedures

  • Insights: View analytics and reports about risk trends

Admin Role
​Includes all Manage permissions plus:

  • Delete Assessment: Permanently remove risk assessments from the system

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