Why User Roles and Permissions
CalmCompliance lets you control exactly what each person can see and do—instead of choosing between "everything" or "nothing," you set permissions per site and per module. This matters when inviting users, reviewing access, or adjusting someone's responsibilities: you can give a facilities manager full control at one location and view-only access at another. Permissions work at the intersection of sites (buildings, departments) and modules (Documents, Operations, Risks, etc.), so you keep access appropriate and secure.
How to View and Set Permissions
Go to Settings > User Management
Find the person and click View Access to see their current roles
The table shows their role for each module at each site
To change permissions, click Edit Access
In the Access Control table, set the role for each module at each site: Member (view-only), Manager (can edit), or Admin (full control)
Use Set All next to each site to apply the same role across all modules for that site
Access to a parent site automatically includes all child sites underneath it
Someone can have different roles at different sites—for example, Manager at one location and Member at another
Click Save to apply changes
The Three Roles
Member: View information, add comments, complete assigned work. Cannot create, edit, or delete.
Manager: Everything Member can do, plus create, edit, and organize content. Cannot delete items or change module settings.
Admin: Full control—delete items, manage module settings and categories, control who else can access the module.
Tip: Start with the minimum access someone needs, then expand if required. It's easier to grant permissions than to revoke them.
Before You Start
You need the Manager role (or higher) for the Site module to view or edit other users' permissions. If you don't see User Management or Edit Access, contact your site administrator.
Common Questions
What's the difference between a role and an organization owner? Roles are per-module and per-site—you can be a Manager for Documents but a Member for Operations. Organization owners have full access to everything at all sites, regardless of roles. Only make trusted team members owners.
Can someone be a Manager at one site and an Admin at another? Yes. Permissions are set at the intersection of site and module, so you can give different roles at different locations.
Why can't I remove someone's Site module access? The Site module provides basic access to the organization. If someone has access to any other module (Documents, Operations, etc.), they must have at least Member access to Site. The system enforces this automatically.
What happens if I change someone from Admin to Manager? They lose the ability to delete items and manage module settings, but keep create and edit access. Their existing work (documents, work orders) stays unchanged.
Related Topics
Inviting users to your organization — Add people and set their initial permissions
Creating groups and teams — Assign permissions to groups for easier management