Roles are per module and per site. Organisation owners have full access across the organisation, regardless of module roles.
Understanding User Roles and Permissions
CalmCompliance sets access per site and per module. Site Managers can inspect the roster in User Management; only Site Admins can add users or change memberships.
How access works
Each person has a role for each module at each site they can use. Roles are independent across sites, so someone can be a Manager at one location and a Member at another.
Member — View information, add comments, and complete assigned work where the module allows it.
Manager — Create, edit, and organise content for the module. For the Site module, Managers can open User Management and inspect access but cannot change memberships.
Admin — Use the module’s administrative actions. For the Site module, Admins (Site Admins) manage users for the sites they administer.
Organisation owners have full access across the organisation, separate from per-module roles. Only make trusted people owners.
View someone’s access
Site Managers and Site Admins can review access for sites where they can view users. Access on other sites stays hidden.
Go to Settings > User Management.
Find the person and click View Access.
Review the role for each module at each site you are allowed to see.
Change someone’s access
Only a Site Admin can change another person’s membership. You cannot change your own membership through User Management.
Go to Settings > User Management.
Find the person and click Edit Access.
At the top of the form, edit First name and Last name when you need to correct how this person appears in your organisation. Both names are required.
In the Access Control table, set the role for each module at each site: Member, Manager, or Admin.
Use Set All next to a site to apply the same role across all modules for that site.
Access to a parent site automatically includes its child sites.
You can only change access for sites where you are a Site Admin.
Click Save Changes.
A name correction on Edit Access applies to this organisation only. It does not rename the person’s account, change their email, or update their name in other organisations. Access, group membership, personnel record, assignments, and history stay the same. The organisation audit log records the change as Member Renamed.
What only Site Admins can do
These User Management actions require the Admin role for the Site module on every site the change affects:
Add users
Edit access
Bulk edit
Remove access
Hide users
Import users
Create, edit, delete, or apply permission templates
Authority is checked for every affected site, not only the site currently open in the interface.
Merge people
Merging duplicate people is limited to Site Admins who have authority on every site affected by the merge. Search only returns people you are allowed to merge. If a target does not appear, you may lack Site Admin access on one of the sites involved, or the records may not be eligible to merge.
Before you start
You need the Manager or Admin role for the Site module to open User Management. You need Site Admin to use Edit Access or other membership changes. If you do not see User Management or only see View Access, contact a Site Admin.
Common questions
What’s the difference between a role and an organisation owner?
Can someone be a Manager at one site and an Admin at another?
Yes. Permissions are set at the intersection of site and module.
Why can’t I remove someone’s Site module access?
The Site module provides basic access to the organisation. If someone has access to any other module, they must keep at least Member access to Site. The system enforces this automatically.
What happens if I change someone from Admin to Manager?
They lose module administrative actions such as deleting items and managing module settings, but keep create and edit access where the module allows it. Their existing work stays unchanged.
Does correcting a name change the account everywhere?
No. A name correction applies only within that organisation. The person’s account name and name in other organisations stay unchanged.
Why can I view users but not edit them?
Site Managers can inspect the roster. Only Site Admins can change memberships, imports, or permission templates.
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