User Role Setup
Learn how to configure user roles and set up access permissions.
Written by Jess Hamilton
Updated at July 29th, 2024
Table of Contents
At least one user role must be created before adding users to a client account.
Note: Some contracts do not permit clients to manage user roles. Please reach out to your CSM for clarification if needed.
Locate User Role Setup
Click the nine dots icon at the top left corner to open the global menu. Under Home, select Administrative Console. Then, in the Administrative Console menu on the left of the screen, click Security and User Role Setup.
Add New User Role
To add a new user role, click the Add New button at the top of the page.
In the window that opens, provide a name for the role and click Add New.
Tip: If the account already has at least one user role created, you may select an existing role from the "Copy Role Data From” drop-down list. This will create a duplicate of the existing role, allowing you to make adjustments to the role permissions rather than starting from scratch.
Edit User Role
To edit an existing user role, locate it in the list of User Roles and click the pencil edit icon.
To delete an existing user role, you may click the trash delete icon, or you may open the editor and click Delete at the bottom of the window.
Configure User Role
Whether you're setting up permissions for a new user role or editing an existing one, the editor window is organized into tabs. The tabs you see and the content within them is dependent on the subscriptions available to your account and to your own user role permissions.
General
In this tab, you may select which pages a user with this role can access. When applicable, you may also select whether the user can add new, update, or delete content on the page, as well as more granular actions.
To avoid clicking every individual toggle the following tools are available:
- Check All or Uncheck All buttons at the top of the page.
- Toggles in the gray sub-header rows apply to all rows in that section.
Example: The “Access” toggle in the “Advanced Maintenance” row will automatically enable access to the four pages in that section.
Even if “Check All,” “Uncheck All,” or a sub-header level toggle is selected, you may still individually click any toggle to enable or disable the associated access. To save, click Update.
Extended
This tab allows you to control miscellaneous settings such as landing page and e-file access.
The Client Landing Page and Facility Landing Page can also be controlled at the individual user level. If the landing pages at the user level do not match those selected for the user role, the individual user settings will take precedence.
Maintenance
This tab includes granular control over maintenance and work order task access.
Dashboard
This tab gives full control over how the Compliance Dashboard is configured for users with this role.
API Permissions
If the user role will be assigned to users that will need direct API access, the type of API access they should have can be configured here.
Users
This tab contains a list of users associated with this user role. These users may be edited from here by clicking the pencil edit icon next to their name.
Keep in mind that if you choose to edit a user from here, you will be redirected to the User Setup page when you're finished.
Feature Rollout
If the role should be included in a specific feature rollout plan, it may be configured here. As of December 2023, no feature rollout options are currently live and available.
Tip: If all user roles within the account should receive access to the new feature, this may be managed in the Administrative Console under “Subscriptions."