Permissions - or Staff User Security settings - determine what parts of the system users can access, view and/or change. Some parts of the system can be accessed by all users (like starting an Inspection or raising an Incident), while additional permissions are required to manage settings, view privileged data, or create new workflows.
Typically a ComplyFlow Super User or your Organisational Administrator (with Staff R/W) has access to modify the settings or permissions of Staff Members in your account. If you are not sure who your Admin is please contact support@complyflow.com.au
Guiding Principles for Permissions in ComplyFlow
As a general rule, all Staff members will have no security access by default. After a Staff member is trained to do a particular task, their security settings should be updated
Permissions can be applied at the Organisational Level (i.e. for the entire account) or the Site level (i.e. the Sites that the user is assigned to). Site-level permissions are adequate in most circumstances and are recommended to help maintain data security and privacy across your account
Security Defaults can be configured so a defined set of permissions for a role (e.g. Safety Manager) can be easily applied to a cohort of users with having to manage unique settings for each user
To learn how to manage Permissions in ComplyFlow please see
Permissions Mapping (New Permissions to Existing Permissions)
ComplyFlow changed the naming conventions for common permissions in early 2024. The ‘New’ description are used in the refactored ComplyFlow as per the help article linked immediately above.
New Permission | Old Permission | Description |
Organisation |
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Organisation > View Organisation Details | Organisation details R | Staff member with Organisation details R selected will be able view the organisation details in the configuration area but not edit any of those details. |
Sites > Edit / Update Sites | Project RW | Staff member with Project RW selected will be able to view the project list in the project tab and be able open a record and see the information. They will be able to add a project or edit existing projects. |
Sites > View Site Details | Project R | Staff member with Project R selected will be able to view the project list in the project tab and be able open a record and see the information. They will not be able to add a project or edit existing projects. |
Sites > Site Access Monitor | Area Supervisor + Live Access Monitoring | Staff User with this permission can see the Live Access Dashboard and perform Area Supervisor functions for asssigned sites:
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Staff |
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Add & Edit Internal Employees | Staff RW | Staff with staff RW access can access all staff members, edit/update their profile and change the security settings including their own. This should only be given to the main administrator and HR staff. |
View Employees | Staff R | Staff with Staff R can view all staff members from the organisation with read only access to their details. They can action staff document approvals from their dashboard (transfer/download/approve or reject). They cannot access HR documents. This should only be given to staff that are required to see the staff list. |
View & Download Employee Documents | Staff Document | Staff member with Staff Document checked will be able to view and download the staffs uploaded documents. |
Suppliers |
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Companies > Add & Edit Supplier Companies | Contractors RW | Staff member with Contractors RW selected will be able view, add and edit contractor details. They will be able to view and edit employees, equipment and plant within the contractor record. |
Companies > View Supplier Company Details | Contractors R | Staff member with Contractors R selected will be able to view the list of contractors in the contractor tab and be able open records and see information. They can action transfers if the document are on their dashboard but won’t be able to action staff documents. |
Companies > View and Download Supplier Company Documents | Company Document | Staff member with Company Document checked will be able to view and download the Contractor uploaded documents. |
Workers > Manage Workers & Training | Employee RW & Training RW | Staff member with Employee RW selected will be able view, add and edit worker details. Staff members with Training RW access rights will be able to view the training sessions, create online training and offline training. |
Workers > View Workers & Training | Employee R & Training R | Staff member with Employee R selected will be able to view the list of workers, open records and see information. Staff with Training R checked will allow the person to access the training tab and view training sessions and attendees. |
Workers > View and Download Worker Documents | Worker Document | Staff member with Worker Document checked will be able to view and download the workers' uploaded documents. |
Forms |
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Create, View, Edit & Configure Forms (Admin) | Permit Admin & Permit RW | Staff member with Permit Admin selected will be able to view the permit module, see the information and edit it. They will also have access to configure the Permit module which includes Permit signature placeholder upload, permit front page placeholder, permit additional PDF upload, permit disciplines, permit types, permit questions and permit roles. |
Create, View & Edit Forms | Permit RW | Staff member with Permit RW selected will be able to view the Forms module. They will be able to start new forms, extend active forms and edit forms existing forms. |
Create & View Forms | Permit R | Staff member with Permit R assigned will be able to create and submit the permit. |
Incidents |
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Create, Edit & Manage Incidents | Incident Admin & Incident RW | Staff member with Incident Admin & Incident RW selected will be able to view the incident module, see and edit the information. They will also be able to access incident configuration to add the incident signature placeholder and give permissions to access configuration to other staff members. |
Create, View & Edit Incidents | Incident RW | Staff member with Incident RW selected will be able to view the Incident module and see the information. They will be able to add new incidents, edit existing incidents, configure notification and security groups and send notifications. |
Create & View Incidents | Incident R | Staff member with Incident R selected will be able to view the Incident module and see the information. They will not be able to edit existing incidents. |
Create Incidents | - |
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Inspections |
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Manage Settings (and everything below) | Audit Admin & Audit RW |
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Create, View & Modify Inspection/Templates | Audit RW | Can edit all inspections, actions, and templates across the organisation (if Assigned Sites Only toggle is OFF) |
Create, View & Modify Inspection | Audit RW | Can edit all inspections and actions (if Assigned Sites Only toggle is ON) |
Create & View all Inspections | Audit R | Staff member with Audit R selected will be able to view all inspections/templates and actions across the organisation. |
Create Inspections | - |
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Risk Register |
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Manage Categories, Risks & Owners | Risk RW |
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View all Risks | Risk R |
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Assignable Risk Owner / Corrective Actions | - |
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Plant & Vehicles |
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Manage Plant & Vehicles | - | Can add/edit Plant and Vehicles owned by the organisation. |
View Plant & Vehicles | - | View Plant & Vehicles |
No Access | - | No access |
Other Security Settings via the Old Dashboard
Timesheet R
A Staff member with Timesheet R selected will be able to access the timesheet module and see all details and also to generate reports but they cannot edit/update anything
Timesheet RW
A Staff member with Timesheet RW selected will be able to edit information in the timesheet module such as entering or editing manually hours to the user's profile.
Print Card
A Staff member with Print Card selected will be able to view the print card screen in the configuration tab. They will be able to filter the results, generate the card PDF and assign card ID to employees and Staff
Approved Training Providers
A Staff member with Approved Training Providers checked will be able to add new and edit the current training providers.
HR
A Staff member with HR selected will be able to view the documents and information that is sensitive and can be accessed only by Staff with HR security. This information includes next of kin, allergies and CV/resumes, HR attributes
Restrict SSO
A Staff member with this selected will only be able to access Comply Flow using a sign on link. They are restricted from logging in directly.
Live Safety Monitoring
A Staff member with Live Safety Monitoring selected will have the ability to view the Live Access Dashboard and access the Sites/Projects they are assigned to
Live Safety Monitoring Global
A Staff member with Live Safety Monitoring Global selected will have the capability to access the Live Access Dashboard and will be granted access to all Sites/Projects within the Organisation
The table below introduces the Live Access permission, providing a comprehensive guide to understanding and managing staff permissions within the system.
Function | Live Safety Monitoring | Live Safety Monitoring Global | Area Supervisor | Live Access Admin | See other staff |
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Live Access App |
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View Worker pins on a map via Live Access (for sites you are assigned) |
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| This is on the staff profile security settings page |
View Worker pins on a map via Live Access (on all sites) |
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| This is on the staff profile security settings page.
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View Staff Pins on a map 🔶 Indicates a combination of these are required. |
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| This is in the live access module, the org also needs to have Enable GPS Logs for Staff on in the Privacy Blurb. |
Area Supervisor Functions for locations you are assigned
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Web App |
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View Live Access Module |
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 (+ Super User) |
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Modify Settings in Live Access Module |
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(+ Super User) |
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Live Access Dashboard |
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View Live Access Dashboard for sites you are assigned |
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View Live Access Dashboard for all sites |
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Area Supervisor functions for sites you are assigned
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Area Supervisor functions for all sites
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View worker / Staff Pins for sites you are assigned |
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View worker / Staff Pins for all sites |
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| Client also needs to have Enable GPS Logs for Staff for staff pins |
