Premises roles and access

Premises permissions are set by module role: Member, Manager, or Admin. These roles control who can see, create, edit, and manage locations, assets, asset definitions, classes, manufacturers, and condition surveys. Roles are assigned per site in Settings > User Management.

Quick reference

*Unless Restrict Comment Viewing is turned on in Premises settings, in which case Members can only see comment threads they posted.

**Requires Site Manager or Site Admin (update-site permission).

Locations

Members can view locations but cannot create, edit, or delete them. Managers can create, update, and delete locations. Admins have the same operational access as managers.

Assets

Members can view assets but cannot create, edit, or delete them. Managers can create, update, and delete assets. Admins have the same operational access as managers. For step-by-step instructions, see Asset Management.

Asset definitions, classes, and manufacturers

Members can view asset definitions, classes, and manufacturers but cannot create, edit, or delete them. Managers can create, update, and delete asset definitions, classes, and manufacturers. Catalogue-managed classes are the exception: no role can rename, move, or delete them. Admins have the same operational access as managers. For step-by-step instructions, see Asset Models, Asset Classes, and Manage asset manufacturers.

Condition surveys

Members can view condition surveys but cannot create, edit, or delete them. Managers can create, update, and delete condition surveys. Admins have the same operational access as managers. For step-by-step instructions, see What are condition surveys? and Create a condition survey.

Insights and comments

Members can add comments to locations and assets they can view. By default, all roles can see all comment threads. When Restrict Comment Viewing is enabled in Premises settings, Members can only see comment threads they posted; Managers and Admins can see all threads. Managers can view Premises insights. Admins have the same access as managers. For step-by-step instructions, see Add notes to locations and assets.

Settings and configuration

Premises settings are at Settings > Premises, with the Options tab. Bulk Import appears on the Options tab. Any Premises user with module access can open the settings page and view the tabs. Changing configuration options (such as toggles, the condition survey standard, or comment restrictions) requires Site Manager or Site Admin access (update-site permission). Without that Site role, settings appear read-only. Manufacturers are managed from the Assets page, not Premises settings. Creating or editing manufacturers requires the Manager or Admin role for Premises.

How to change a Premises role

Roles are assigned per site and per module. To change someone's Premises access:

1. Go to Settings > User Management

2. Find the person and click Edit Access

3. In the Access Control table, set their role for the Premises module at each site: Member, Manager, or Admin

4. Click Save

If you do not see Edit Access, you need the Manager role (or higher) for the Site module. You need Site Manager or Site Admin (or organisation owner) to access User Management and use Edit Access. For a full overview of the three roles, see Understanding User Roles and Permissions. For details on module provisioning and reusable permission templates, see Module Entitlements and Permission Templates.