User Roles determine the actions a user can perform, such as creating or updating records.
Visibility Settings determine which records the user can access.
This means a user may have permission to edit records, but they will only be able to edit the records that are visible to them based on their assigned visibility settings.
User Roles
1. Admin
Best for: Company owners or team leads who need full control over managing users and platform settings.
What they can do:
Create, edit and delete records
Add, update and remove users
View dashboards, training information and reports
Access all platform functionalities available to the company
Admins are the only role that can manage User Access and Permissions.
2. Editor
Best for: Team members who need to update operational data without full admin access.
What they can do:
Create and edit records
Cannot delete records
Cannot manage Admin users or update permissions
3. Viewer
Best for: Users who need to access information without making changes.
What they can do:
View records across the platform
Cannot create, edit or delete records
4. Contributor
Best for: Users who need to submit new information but should not change existing records.
What they can do:
View records across the platform
Create new records, such as course booking requests
Cannot edit or delete existing records
5. No Access
Best for: Personnel who should appear in the system but do not need login access.
What they can do:
Cannot log into the platform
Can still be associated with records, such as being added as delegates or linked personnel
User Status
Each user has a status of Active or Inactive.
Active: Users can log in and use the platform according to their role and visibility settings.
Inactive: Users cannot log in and cannot be used anywhere on the platform. They cannot be associated with bookings, assets, or any operational activity.
Visibility Settings
Visibility settings define which records a user can access. These settings apply alongside their role permissions.
Location Visibility
This is based on the location assigned to the user on their overview page.
You can limit their view by selecting one of the following levels:
Company
Brand
Region
Location
The level selected will determine which records are visible to the user.
Asset Visibility
Control whether a user can see assets.
You can choose to:
Remove all access to asset information
Restrict access to specific asset types
Personnel Visibility
Controls whether a user can access personnel records.
You can choose to:
Remove all access to personnel information
Allow access to personnel information but hide sensitive details
Sensitive information includes National Insurance numbers and dates of birth.
Training Visibility
Controls whether a user can view training bookings, training history and training records.
Manage Reports
Controls whether a user can create Custom Reports and Notifications.
Visibility settings apply to all user roles. A user can only take action on records they have permission to see.