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Roles and permissions

Each user has one role, and a role is a set of permissions such as "Work Orders: Edit". Use the roles you start with, adjust them, or create your own.

Included in: Every planUpdated

A role decides what a user can see and do. A role is simply a list of permissions, each naming a module and an action, such as Work Orders: View or Breakdowns: Close.

Before you start

You need the Administration: Manage permission, which the Admin role has.

The roles you start with

Every new company starts with these roles. Rename or adjust them to match how you work.

RoleIntended for
AdminFull system access. The person who created the company has this role.
Plant ManagerViewing and managing all equipment and work orders.
Maintenance ManagerPreventive maintenance, work orders and breakdowns.
Workshop SupervisorCarrying out and updating work orders.
StorekeeperThe warehouse and spare parts.
HSE OfficerSafety inspections.
ViewerRead-only access.
The Roles tab, listing each role with its description, user count and status

How permissions are named

Most modules have two basic actions:

  • View: see the module and its records.
  • Edit: create and change records.

Riskier actions have their own permission, so you can give them to fewer people. For example:

PermissionAllows
Work Orders: CloseStarting and closing work orders.
Breakdowns: CloseResolving or cancelling a breakdown.
Equipment: ExportDownloading the register to Excel.
Equipment: DisposeRecording a machine as sold or scrapped.
Work Requests: TriageTurning requests into work orders or breakdowns, or closing them. See Triage work requests.
Users: DeleteDisabling and enabling accounts.

Documents and photos belong to the record they are attached to. Adding a document to a machine needs Equipment: Edit, not a separate documents permission.

Change a role's permissions

  1. Open Settings > Roles.
  2. Click Permissions on the role's row.
  3. Tick or untick permissions. They are grouped by module.
  4. Click Save Permissions.

The change applies to everyone with that role the next time their screen loads.

A role's permissions, ticked or unticked and grouped by module

Create a role

  1. Open Settings > Roles and click + New Role.
  2. Enter a Role Name and Description, then click Create Role.
  3. Click Permissions on the new role and choose what it allows.
  4. Give it to users from Settings > Users.

Stop using a role

Roles are never deleted. Click Edit on the role and switch its Status to Inactive. Move its users to another role first.

Permission or plan?

Two different things can stop someone using a feature:

  • Their role: the module is visible but an action is refused, or the module is missing from their menu. An administrator fixes this here.
  • Your plan: the module shows a lock. See Plans, the free trial and seats.

A work requester seat also limits a user, whatever their role: see Invite your team.