Roles and access
Permissions that match your org chart.Named the way your business already is.
Create the roles your business actually has, such as Inspector, Supervisor or Client services, and decide what each can do: which record types they can see and change, what they can manage in the workspace, and which moves in your process they can make. One person can hold several roles, and an administrator always has the keys.
Supervisor
3 people: R. Mendes, A. Kowal, J. Hart
Workspace permissions
- Manage forms
- Manage automations
- Manage members
Record access
View, create, update, and delete access per model
Sample data
Roles · Your own
Roles in your own words
A role is a name, its people and what it allows. Make as many as your business has.
- 01
Several roles per person
Someone who inspects and supervises holds both roles, and gets what each allows.
- 02
Workspace permissions
Manage members, roles, record types, automations, branding, forms, dashboard defaults and billing, each switched on per role.
- 03
An administrator always has the keys
The built-in Tenant Admin role can do everything, and cannot be edited or deleted by accident.
Office manager
2 people: S. Achebe, P. Lund
Workspace permissions
- Manage members
- Manage roles
- Manage models
- Manage automations
- Manage branding
- Manage forms
- Manage billing
Record access
View, create, update, and delete access per model
Sample data
Records · Per record type
View, create, update and delete, per record type
For every record type you define, each role can view, create, update or delete its records, in any combination.
- 01
As fine as you need
Inspectors who can add defects but never delete them. Office staff who can change sites but not assets.
- 02
Deleting kept to the few
Deleting records can be left to the roles that should, while everyone else adds and updates.
- 03
Assignments follow the work
Someone without access to a record type still sees the assignments they created or were given on it.
Inspector
4 people: J. Hart, D. Okoro, M. Ito, L. Brent
Workspace permissions
- Manage forms
Record access
View, create, update, and delete access per model
Sample data
Process · Who moves work on
Who can approve, and who cannot
Each move between statuses can be limited to certain roles, or barred to the person who did the work.
- 01
Approval by the right people
Only Supervisors can approve, so nobody signs off work just because they can see it.
- 02
Not by the assignee
A move can be barred to the assignee, so nobody approves their own inspection.
- 03
Only the assignee fills in
The person given the work answers it, and once it moves into a locked status, nobody can change the answers.
Statuses
- In progress
- Submitted
- Returned
- Approved
Moves
- In progressSubmitted
- SubmittedApproved
- SubmittedReturnedNeeds a reason
Sample data
FAQs
Questions about roles and access
Can I limit someone to certain records, such as one site?
Not to individual records. Access is set per record type: a role can see all of a record type's records, or none. Someone without access to a record type still sees the assignments they created or were given on it, so a contractor can do their work without seeing everything else.
Can one person have more than one role?
Yes. Someone can hold several roles and gets everything each one allows.
Who can approve work?
Whoever you decide. Each move between statuses can be limited to certain roles, and can be barred to the assignee so nobody approves their own work.
How do people join the workspace?
An administrator invites them by email, optionally with a role, and they set their own password when they accept.
Can an administrator lock themselves out?
No. The Tenant Admin role is built in, has every permission, and cannot be edited or deleted from the role editor.
Give everyone exactly the access their job needs.
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