Roles and permissions - Asset Infinity

A role is a named bundle of permissions — what somebody may do — plus optional limits on how much of the organisation it reaches; this page explains how to compose one and lists every permission there is.

The Roles tab of the Access screen, with the Technician role selected

Roles live on the Roles tab of Administration → Access. Give somebody more than one role and they get the union of everything those roles grant.

The role a new organisation starts with

A new organisation is created with one role: System Administrator, held by the person who signed up. It holds every permission there is, reaches every site, and receives any permission a later release adds without anybody having to grant it. It is marked holds everything in the role list and is maintained by the product: you cannot edit or delete it, so there is always a way back to full control. Every other role is yours to compose. Until you have made one, the invitation form warns you that the only role on offer is the administrator, so nobody is invited with full control by accident. Create a narrower role first — Copy this role on an existing one is the quickest start — and invite people into that.

Organisations that have been running for a while may also have eleven more roles — Maintenance Administrator, Maintenance Manager, Maintenance Planner, Maintenance Supervisor, Technician, Storekeeper, Procurement User, Vendor, Requester, Auditor and Executive. These used to be installed in every organisation. They are now ordinary roles of yours: edit them, rename them or delete them as you would any role you made yourself. A future release never changes what they hold.

Your organisation may also show a role the product’s support team signs in with when you let them in. It reads everything and changes nothing, is maintained by the product, and cannot be edited here; to stop them signing in, end their access.

Starting-point roles

The eleven roles below are a sensible way to divide maintenance work, and the demonstration organisation is built from them. Use them as patterns when you compose your own. The Holds column is the number of permissions each grants out of everything available.

Role	Holds	For	In short
Maintenance Administrator	254	A senior maintenance lead	Everything in maintenance, assets, inventory, tools, workforce, vendors, reliability, analytics, documents, energy and knowledge, plus statuses, form fields, workflows, numbering and general configuration. Not sign-in policy, users, roles, billing or procurement approval
Maintenance Manager	236	Running the department	All maintenance, assets, reliability, workforce, vendors and analytics; inventory and tools read-only; approves requisitions, orders and invoices; general configuration
Maintenance Planner	142	Planning the work	Full control of work and maintenance plans; reads assets, inventory, vendors and reliability; raises requisitions; builds dashboards; plans capex and FF&E
Maintenance Supervisor	110	Running the shop floor	Raises, assigns, edits, closes and cancels jobs; triages requests; moves maintenance rounds; issues and approves permits; records failures; removes attachments and comments
Technician	50	Doing the work	Their jobs, helpers added to a job, meter readings, stock movements, tool issue, failures, photographs, permits acknowledged, energy readings
Storekeeper	60	The stores	Full inventory and tools; receives deliveries; raises requisitions; reads jobs
Procurement User	44	Buying	Requisitions, quotations, orders, dispatches and supplier invoices; reads vendors and inventory
Vendor	20	An external contractor	Only the jobs, orders and invoices given to their company, and the assets those concern. Marked for people outside the company
Requester	14	Anyone who reports faults	Raises and follows requests; reads assets and sites; lost and found reports
Auditor	145	Compliance	Reads and exports everything; the whole audit trail; counts on the verification rounds they are sent to. Changes nothing else
Executive	117	Leadership	Reads everything; full analytics. Changes nothing else

The permission reference at the foot of this page shows, permission by permission, which of these hold it.

Where the boundaries sit

Supervisor against Planner

A supervisor moves a maintenance round; only a planner decides it stops happening. The supervisor owns today; the planner owns the schedule.

Technician against Supervisor

A technician may add a photograph or a comment to a job; they may not remove one. A supervisor may. The photograph of the thing you were sent to fix is evidence, and evidence should not be removable by the person it concerns.

Technicians and meter readings

Technicians can create and edit meter readings. Taking a reading is the most ordinary thing a technician does.

Manager against Storekeeper

A maintenance manager reads inventory but does not move stock; a storekeeper moves stock but does not plan maintenance. A manager approves a requisition.

Vendor

Deliberately narrow. A vendor sees the jobs given to their company and the assets those concern — not your asset register, not your other vendors, not your costs. See the vendor portal.

Asking the copilot against accepting its suggestions

A technician may ask the copilot and read what comes back. They may not accept a suggestion, because accepting writes to a record, and that stays with the roles that already edit one. Switching the copilot on at all is a configuration decision.

Auditor against Executive

Both read everything and change nothing. An auditor additionally gets the audit trail — field-level history of who changed what. An executive gets analytics instead. Neither gets User activity, which counts what each person did: only the System Administrator holds it until you grant it to a role.

The Roles tab

The left column lists every role, with the number of permissions it grants and, after a dot, how many people hold it (49 · 1u is 49 permissions held by one user). Two markers may follow a name: holds everything for the System Administrator, and outside for a role marked for people outside the company. Choose a role to see it on the right.

Part	What it shows or does
Role heading	The name, its description, how many permissions it grants and how many people hold it. Notes such as for people outside the company, only their own assets, sees only their own jobs, sees their crew’s jobs, changes only their own jobs or changes only their crew’s jobs summarise the role’s settings.
Edit this role (pencil)	Opens the role’s settings — see editing a role.
Copy this role	Makes a new role from this one — see copying a role. Not available while the grid has unsaved changes.
Delete this role (bin)	Removes the role. Not offered for the System Administrator.
Sites, Places, Business units, Departments, Asset categories, Asset statuses	The role’s scope — see narrowing a role.
Permission grid	What the role may do — see the permission grid.

Add a role above the list opens the new-role form.

Creating a role

Field	What it means	Notes
Name	What the role is called when it is assigned — “Maintenance planner”.	Required.
Description	What somebody holding this role is expected to do.	Optional, and worth writing: the permission list says what they can click, not what the job is.
For people outside the company	The role is for contractors and suppliers rather than colleagues.	Off by default. On, anybody holding it sees only the work their own company was given, never an internal note, and a narrowed navigation. See external roles.
Only the assets that are theirs	Narrows the asset register to what the holder is custodian of (and anything beneath it), plus whatever they have a job assigned on.	Off by default. For somebody who signs in to find their own laptop, not for anybody who works on the plant’s own machinery.
Active	Whether the role can be assigned.	On by default. Off stops it being offered for anything new.
Sites	Limits holders to these sites.	Optional. Empty means every site. A site that has been switched off is not offered.
Business units	Limits holders to every site in these business units.	Optional. A business unit gives the role every site in it and in the units beneath it, including sites added to it later.
Departments	Limits holders to records in these departments.	Optional. Empty means every department.
Asset categories	Limits holders to assets in these categories.	Optional. Empty means every category. A category reaches everything beneath it.
Asset statuses	Limits holders to assets in these statuses.	Optional. Empty means every asset status.

Create saves the role with no permissions. Choose it in the list and grant what it needs on the grid. Places and report modules are set on the role after it exists.

Editing a role

Field	What it means	Notes
Name	The role’s name.	Required.
Description	What the job is.	Optional.
For people outside the company	As above.	Changing it changes what every holder’s account is, not only what it may do.
Active	Whether it can be assigned.	Off keeps everything already recorded against it and stops it being offered for anything new.
Only the assets that are theirs	As above.	Under How much of the register they see.
Work orders they see	Which work orders holders see.	all (the default) is every work order their sites reach. team is the ones given to a crew they are on, and their own. own is only their own: assigned to them or raised by them. A crew’s lead also sees that crew’s work and the unassigned queue.
Work orders they change	Which work orders holders may edit, move, log work on and reassign.	The same three answers. Never wider than what they see. Anybody who can see a job can still comment on it.

Save changes applies at once to everybody holding the role, on their next request.

Copying a role

Field	What it means	Notes
Name	The new role’s name.	Required. Starts as the original’s name with “(copy)”.
Description	The new role’s description.	Starts as the original’s.

The copy gets the original’s permissions, the sites, departments, categories and statuses it covers, which fields it may edit or not see, and its settings. Nobody holds the copy until you assign it, and it is not added to status moves, approval steps, workflows or work order types that name the original — add it there yourself if it needs them.

Deleting a role

Delete this role asks first, and says how many people hold it. Those people lose everything the role granted them — check they hold another role, or they will be able to sign in and do nothing. The people themselves are not removed. The System Administrator cannot be deleted.

Narrowing a role

A role’s scope panels sit above its permission grid. Each starts empty, and empty means everything: a role with no site grants reaches every site.

Panel	Narrows holders to	Notes
Sites	The sites named.	Grant a site adds one.
Places	A building, floor or room inside a site, and everything in it.	Grant a place adds one.
Business units	Every site that belongs to the business units named, or to a unit inside them, including sites added to them later.	Grant a business unit. A business unit adds to the sites named under Sites rather than overlapping with them, so a regional role can also cover one plant outside its region. A site that belongs to no business unit is not reached by any business unit grant, and the panel says how many of your sites that is. If your own access is narrowed, you can grant only a business unit whose every site you reach.
Departments	Records belonging to the departments named.	Grant a department.
Asset categories	Assets in the categories named, and every category beneath them.	Grant a category.
Asset statuses	Assets in the statuses named.	Pick from your own configured asset statuses. Where you run more than one asset lifecycle, each status is shown with its lifecycle’s name. This narrows assets only — not work orders, vendors or anything else.

Adding the first grant to a panel narrows the role from everything to that one entry, and removing the last widens it back to everything. Removing a role’s last site, place, business unit, department or category asks you to confirm for exactly that reason. Sites, places and business units count together here: removing the last site while a business unit is still granted does not widen the role, because the business unit still decides which sites it reaches.

A person’s own site and place grants, set on the People tab, narrow them further. See how scope combines.

The permission grid

The grid is arranged the way the navigation is: an area for each menu group (Work, Assets, Sites, Inventory, Property, Gatehouse, Workforce, Procurement, Finance, Commercial, Knowledge base, Analytics, Messages, Setup), plus On any record for things that apply everywhere — attachments, comments, notes, label printing, custom fields and saved views. Under each area is a screen, with a sentence saying what it covers and a link to open it, and under each screen the objects it governs, each followed by its verbs. Only modules your organisation has appear. A screen with no permissions of its own says which screen’s permissions open it.

Control	What it does
Find a screen, an object or a permission	Searches screen names, object names, permission codes and their descriptions — type “invoice” to find who can sign off an invoice.
Only what this role has	Hides everything the role does not hold.
Expand all / Collapse all	Opens or folds every area and screen.
{n} of {total} permissions granted	A live count, updating as you change things.
Grant all / Clear on an area or screen	Sets everything under that heading.
Object name (for example Work Order 5/9)	Grants or revokes every verb on that object.
Verb chip (for example close)	Grants or revokes one permission. Hover it for what it grants and its code.

How a chip looks:

Chip	Meaning
Green with a tick	Granted
Amber with a tick	Granted, and consequential — delete, approve, release, revert, admin
Plain outline	Not granted
Dashed, with a plus or minus	Changed, not saved yet. A revoke stays struck through rather than going blank

Saving changes

Nothing changes until you save. While the grid has unsaved changes the tab reads Roles · unsaved and a bar at the foot shows how many permissions you are granting and revoking, with Discard changes and Review and save. Review and save lists every permission being granted and revoked and how many people the change affects (“Nobody holds this role yet, so this changes nobody’s access today” where that is so). If the save fails, nothing is saved and your changes stay on the grid. Moving to another role or tab with unsaved changes asks whether to stay.

Report modules

Under the Reports screen’s row, Report modules narrows the five report permissions — view, create, edit, export, share — by the category a report is filed under (Assets, Energy, Finance, Inventory and so on). A role starts with every module ticked. Unticking one restricts the role to the rest; ticking everything back returns it to every module, including categories added later. A module chip only works where the role holds the report permission it narrows, and the last module of an action cannot be unticked — take the permission away instead. Module changes save as you click them.

External roles

Mark a role For people outside the company when it is for contractors or suppliers. It changes what the account is: an external account gets a narrowed navigation wherever it signs in, sees only the work given to its own company and never sees internal notes. See the vendor portal for what that view shows.

An external account works only when it is linked to a vendor. Invite a contractor or supplier from Commercial → Vendors → their Contacts tab → Invite, which creates the same account with the link. Inviting them from the Access screen against an external role creates an account linked to no vendor, so their screens come back empty. See people and access.

Field-level access

Roles can also decide who sees or answers individual fields on a form — for example, letting only planners answer a cost field, or hiding a field from contractors. That is set field by field in the form studio, under Who may answer it and Hidden from, and a copied role takes those settings with it.

Roles are not scope

A role says what somebody may do. Where they may do it is the role’s scope panels together with the person’s own site and place grants. See people and access.

Permission reference

Every permission in the product, grouped as the grid groups it. What it grants is the description the grid shows when you hover a chip. The last column shows which starting-point roles hold it in their default composition — the System Administrator holds all of them:

Code	Role	Code	Role
MA	Maintenance Administrator	ST	Storekeeper
MM	Maintenance Manager	PR	Procurement User
PL	Maintenance Planner	VE	Vendor
SU	Maintenance Supervisor	RQ	Requester
TE	Technician	AU	Auditor
EX	Executive

Your own roles may hold different permissions — these are defaults to compare against, not a description of your organisation. Areas for modules your organisation does not have do not appear on your grid.

Work

Screen	Permission	What it grants	Starting-point roles that hold it
Requests	Work Request · view	View work requests	MA MM PL SU TE RQ AU EX
	Work Request · create	Submit work requests	MA MM PL SU TE RQ
	Work Request · edit	Triage work requests	MA MM PL SU
	Work Request · export	Export the request queue	MA MM PL SU AU
	Work Request · approve	Approve work requests into work	MA MM PL SU
Work Orders	Work Order · view	View work orders	MA MM PL SU TE ST VE AU EX
	Work Order · create	Create work orders	MA MM PL SU TE
	Work Order · edit	Edit work orders	MA MM PL SU TE VE
	Work Order · assign	Assign or reassign work orders	MA MM PL SU
	Work Order · add_support	Add support staff to jobs	MA MM PL TE
	Work Order · close	Complete and close work orders	MA MM PL SU TE VE
	Work Order · export	Export work order data	MA MM PL SU AU
	Work Order · approve	Approve work orders	MA MM PL
	Work Order · cancel	Cancel work orders	MA MM PL SU TE
	Work Order · extend_sla	Ask for a job’s deadline to be moved later	MA MM PL
	Vendor Quote · view	See what a supplier says a job will cost	MA MM PL SU VE AU EX
	Vendor Quote · create	Submit a price for a job	MA MM PL SU VE
	Vendor Quote · approve	Ask for a price, and accept or reject it	MA MM PL SU
Maintenance Due	Occurrence · view	View scheduled maintenance rounds	MA MM PL SU AU EX
	Occurrence · edit	Reschedule or defer a maintenance round	MA MM PL SU
	Occurrence · export	Export what is due	MA MM PL SU AU
Capacity	Capacity · view	View the capacity plan	MA MM PL SU TE ST AU EX
Dispatch	Dispatch · view	View the dispatch board	MA MM PL SU TE ST AU EX
Shutdowns	Shutdown · view	View shutdowns, their readiness and their critical path	MA MM PL SU TE AU EX
	Shutdown · create	Plan a shutdown or turnaround	MA MM PL
	Shutdown · edit	Edit a shutdown, its scope, its windows and its milestones	MA MM PL
	Shutdown · close	Declare a shutdown started, finished or cancelled	MA MM
	Shutdown · commit	Freeze a shutdown’s scope, fixing what is in the package	MA MM
	Shutdown · export	Export a shutdown plan and its readiness	MA MM PL AU
	Shutdown · delete	Archive shutdowns	MA MM
	Work Package · assign	Add work to a shutdown, and take it out again	MA MM PL
Permits	Work Permit · view	View permits to work	MA MM PL SU TE AU EX
	Work Permit · create	Draft permits to work	MA MM PL SU
	Work Permit · edit	Edit a draft permit and what it says	MA MM PL SU
	Work Permit · close	Suspend, resume, close and cancel permits	MA MM PL SU
	Work Permit · export	Export the permit register	MA MM PL SU AU
	Work Permit · acknowledge	Accept a permit as the person in charge of the work	MA MM PL SU TE
	Work Permit · delete	Archive permits	MA MM PL
	Work Permit · approve	Issue a permit, and waive the permit a job asks for	MA MM PL SU
	Work Permit · isolate	Apply, prove and remove isolations and precautions	MA MM PL SU
Plans	Plan · view	View maintenance plans	MA MM PL SU AU EX
	Plan · create	Create maintenance plans	MA MM PL
	Plan · edit	Edit maintenance plans	MA MM PL
	Plan · export	Export the maintenance programme	MA MM PL AU
	Plan · approve	Activate maintenance plans and publish revisions	MA MM PL
	Task Template · view	View the task checklist library	MA MM PL AU EX
	Task Template · create	Add checklists to the library	MA MM PL
	Task Template · edit	Edit checklists in the library	MA MM PL
	Task Template · delete	Remove checklists from the library	MA MM PL
Inspections	Inspection · view	View inspection rounds and what was recorded on them	MA MM PL SU TE ST AU EX
	Inspection · approve	Approve or reject a submitted inspection round	MA MM PL SU

Assets

Screen	Permission	What it grants	Starting-point roles that hold it
All Assets	Asset · view	View assets and asset detail	MA MM PL SU TE ST VE RQ AU EX
	Asset · create	Create assets	MA MM
	Asset · edit	Edit assets	MA MM
	Asset · export	Export asset data	MA MM AU
	Asset · delete	Archive assets	MA MM
	Asset · approve	Countersign a retirement or disposal somebody else has asked for	MA MM
	Asset · dispose	Retire and dispose of assets	MA MM
	Asset · move	Move assets between sites, locations and parents	MA MM
	Component · edit	Fit, remove and replace components	MA MM
Missing assets	Loss · record	Report assets missing	MA MM
	Loss · close	Mark missing assets found, or withdraw a report	MA MM
Kits	Kit · view	View kits and what is in them	MA MM PL SU AU EX
	Kit · create	Create kits	MA MM
	Kit · edit	Rename kits, and add assets to them or take them out	MA MM
	Kit · move	Move a kit, or hand it to somebody, with everything in it. Moving a kit also needs Asset · move	MA MM
	Kit · close	Dismantle a kit, letting go of everything in it	MA MM
	Kit · delete	Delete a kit created by mistake, before anything was put in it	MA MM
Kit templates	Kit Template · view	View kit templates	MA MM PL SU AU EX
	Kit Template · create	Create kit templates	MA MM
	Kit Template · edit	Edit draft kit templates, publish and retire them	MA MM
	Kit Template · delete	Delete kit templates nothing was assembled from	MA MM
E-way Bills	Eway Bill · release	File e-way bills with the GST portal	MA MM
	Eway Bill · cancel	Cancel e-way bills the portal has issued	MA MM
	Eway Bill · export	Export the e-way bill register	MA MM AU
Reliability	Failure · view	View failures and downtime	MA MM PL SU TE AU EX
	Failure · edit	Record failures and downtime	MA MM SU TE
Root Cause	RCA · view	View RCA and CAPA	MA MM PL SU AU EX
	RCA · edit	Run RCA and CAPA	MA MM
Sensors	Meter · view	View meters and readings	MA MM PL SU TE AU EX
	Meter · create	Record meter readings	MA MM SU TE
	Meter · edit	Configure meters	MA MM SU TE
	Meter · delete	Remove meters	MA MM
	Meter Reading · edit	Correct a meter reading from the last 30 days	MA MM SU
Energy	Reading · view	View energy readings and consumption	MA MM PL SU TE AU EX
	Reading · create	Record energy readings and transcribe bills	MA MM SU TE
	Reading · edit	Correct a reading from the last 30 days, recalculating the reading after it	MA MM SU
	Reading · export	Export consumption data	MA MM SU AU
	Reading · backdate	Record a reading for a past day that has none, restating the reading after it	MA MM SU
	Supply Point · view	View supply points and commodities	MA MM PL SU TE AU EX
	Supply Point · create	Add supply points and commodities	MA MM
	Supply Point · edit	Configure supply points and commodities	MA MM
	Supply Point · delete	Remove supply points and commodities	MA MM
	Tariff · view	View energy tariffs	MA MM PL AU EX
	Tariff · create	Add energy tariffs	MA MM
	Tariff · edit	Edit energy tariffs and standing charges	MA MM
	Tariff · delete	Remove energy tariffs	MA MM
	Target · view	View energy reduction targets	MA MM PL AU EX
	Target · create	Set energy reduction targets	MA MM
	Target · edit	Edit energy reduction targets	MA MM
	Target · delete	Remove energy reduction targets	MA MM
	Baseline · view	View energy baselines	MA MM PL AU EX
	Baseline · edit	Set an energy baseline by hand	MA MM
	Anomaly · view	View abnormal consumption findings	MA MM PL SU AU EX
	Anomaly · edit	Dismiss or action abnormal consumption findings	MA MM
Readers	Reader · view	View readers, antennas and what they have seen	MA MM PL AU EX
	Reader · create	Add readers and antennas	MA
	Reader · edit	Configure readers, their antennas and their credentials	MA
	Reader · record	Post a reader’s messages to the API	MA
	Reader · delete	Remove readers and antennas	MA
GPS trackers	Tracker · view	View GPS trackers and where they have been	MA MM PL SU AU EX
	Tracker · create	Register GPS trackers	MA MM
	Tracker · edit	Fit trackers to assets and configure them	MA MM
	Tracker · delete	Remove GPS trackers	MA MM
BLE tags	Ble Tag · view	View BLE tags and the assets they are fitted to	AU EX
	Ble Tag · create	Register BLE tags	—
	Ble Tag · edit	Fit BLE tags to assets, remove them and configure them	—
	Ble Tag · delete	Remove BLE tags	—
Indoor location setup	Rtls · view	View locating plans, their walls and gateways	AU EX
	Rtls · create	Set up a floor plan for indoor location	—
	Rtls · edit	Set a floor plan’s scale, draw its walls and place gateways on it	—
	Rtls · delete	Stop locating tags on a floor plan	—
Discovery	Source · view	View discovery sources, enrolments and when each last reported	AU EX
	Source · create	Create enrolments, collectors and connectors, and issue their keys	—
	Source · edit	Approve, suspend and retire discovery sources	—
	Source · record	Enrol a machine as a discovery source	—
	Scan · view	View scans, discovered devices and the software found on them	AU EX
	Scan · record	Post scan documents as a discovery source	—
	Candidate · view	View discovered devices waiting for review	AU EX
	Candidate · approve	Accept, link or dismiss a discovered device	—
	Reconciliation · view	View how discovered devices are matched to assets	AU EX
	Reconciliation · edit	Change match rules, thresholds and automatic creation	—
	Scan Authorisation · view	View which networks may be scanned	AU EX
	Scan Authorisation · create	Draft network scan authorisations, schedules and exclusions	—
	Scan Authorisation · approve	Grant a network scan authorisation	—
	Scan Authorisation · cancel	Revoke a network scan authorisation	—
	Credential · view	View where collectors find their scanning credentials	AU EX
	Credential · edit	Add and change scanning credential references	—
	Exception · view	View discovery exceptions	AU EX
	Exception · assign	Acknowledge and reassign discovery exceptions	—
	Exception · close	Resolve discovery exceptions	—
Software	Software · view	View the software catalogue, what the scans named and where it is installed	AU EX
	Software · edit	Map, merge and edit software publishers and products	—
	Software Policy · edit	Allow and block software products	—
	Entitlement · view	View software entitlements and the licence position	AU EX
	Entitlement · edit	Declare software entitlements, attach their certificates and assign them	—
Tools	Tool · view	View tools	MA MM PL SU TE ST AU EX
	Tool · create	Add tools and instruments	MA ST
	Tool · edit	Maintain the tool register	MA ST
	Tool · assign	Book, check out and return tools	MA PL SU TE ST
	Tool · export	Export the tool crib	MA ST AU
	Tool · delete	Retire tools from the register	MA ST
Bookings	Booking · view	View bookings and the availability calendar	MA MM PL AU EX
	Booking · create	Raise bookings	PL
	Booking · edit	Amend, approve and cancel bookings	PL
	Booking · assign	Issue and receive back what is booked	PL
	Booking · export	Export bookings and the charge ledger	PL AU
	Booking · delete	Delete a booking made by mistake, before anything on it is checked out	PL
	Rate · view	View booking rate cards	MA MM PL AU EX
	Rate · create	Add booking rates	—
	Rate · edit	Edit booking rates	—
	Rate · delete	Remove booking rates	—
	Deposit · forfeit	Hold, return and keep hire deposits	—
	Scan · override	Hand over a booked asset without scanning it, giving a reason	—
Bills	Bill · view	View bills	MA MM AU EX
	Bill · edit	Correct, waive and send bills to the ERP	MM
	Bill · export	Export bills for the ERP	MM AU
Verification	Round · view	View verification rounds and their results	MA MM SU TE ST AU EX
	Round · create	Define verification rounds and their scope	MA MM
	Round · edit	Edit a verification round before it is published	MA MM
	Round · assign	Send auditors to walk a verification round	MA MM SU
	Round · close	Close or abandon a verification round	MA MM
	Round · commit	Publish a round, resolving its scope into a fixed list	MA MM
	Round · export	Export verification results	MA MM AU
	Round · delete	Archive verification rounds	MA MM
	Round · admin	Edit, publish and close every verification round, not only your own	MA MM
	Count · create	Record what was found while walking a round	MA MM SU TE ST AU

Sites

Screen	Permission	What it grants	Starting-point roles that hold it
All Sites	Site · view	View sites	MA MM PL SU TE ST RQ AU EX
	Site · create	Create sites, buildings and departments	MA MM
	Site · edit	Edit sites and calendars	MA MM
	Site · export	Export the site register	MA MM AU
	Site · delete	Remove sites and locations	MA MM
	Location · view	View locations	MA MM PL SU TE ST RQ AU EX
	Location · create	Create locations	MA MM
	Location · edit	Edit locations	MA MM
	Location · export	Export locations and location types	MA MM AU
	Location · delete	Remove locations	MA MM

Inventory

Screen	Permission	What it grants	Starting-point roles that hold it
Parts	Part · view	View parts	MA MM PL SU TE ST PR AU EX
	Part · create	Add parts, stores and bills of materials	MA ST
	Part · edit	Maintain the part master	MA ST
	Part · export	Export the parts catalogue and stock on hand	MA ST AU
	Part · delete	Remove parts and stores	MA ST
Reorder	Stock · view	View stock	MA MM PL SU TE ST PR AU EX
	Stock · edit	Issue, consume, return and reserve stock	MA TE ST
	Stock · approve	Approve adjustments and counts	MA ST
	Stock · adjust	Adjust stock, record counts and resolve stockouts	MA ST
	Stock · transfer	Receive stock and move it between stores	MA ST

Property

Screen	Permission	What it grants	Starting-point roles that hold it
Lost & Found	Lost Report · view	View lost property reports	MA MM SU TE ST RQ AU EX
	Lost Report · create	Report lost property	MA MM SU TE ST RQ
	Lost Report · edit	Edit and close lost property reports	MA MM SU ST
	Lost Report · export	Export lost property reports	MA MM SU ST AU
	Lost Report · delete	Remove lost property reports	MA MM SU ST
	Lost Report · approve	Approve investigation outcomes, and closing reports as never found	MA MM SU ST
	Found Item · view	View found property and where it is stored	MA MM SU TE ST RQ AU EX
	Found Item · create	Book in found property	MA MM SU TE ST
	Found Item · edit	Edit found property and move it in store	MA MM SU ST
	Found Item · assign	Link found property to the person who reported it lost	MA MM SU ST
	Found Item · close	Hand property over, and record what became of what nobody claimed	MA MM SU ST
	Found Item · export	Export the found property register	MA MM SU ST AU
	Found Item · delete	Remove found property records	MA MM SU ST
	Found Item · approve	Approve disposing of unclaimed property, and settle who disputed property belongs to	MA MM SU ST

Gatehouse

Screen	Permission	What it grants	Starting-point roles that hold it
Gate	Gate · view	Read the gate log	AU EX
	Gate · create	Record what is presented at the gate, and override a refusal	—
Visitors	Visit · view	View visits and who is on site	AU EX
	Visit · create	Book a visitor in	—
	Visit · edit	Edit and cancel visits	—
	Visit · export	Export the visitor register	AU
	Visit · delete	Remove visits	—
Devices	Device · view	View declared devices and what was decided about them	AU EX
	Device · create	Declare a device, for yourself or for a visitor you are hosting	—
	Device · edit	Edit and withdraw device registrations	—
	Device · export	Export the device register	AU
	Device · delete	Remove device registrations	—
	Device · approve	Authorise a device to enter or to leave the site, or refuse it	—

Workforce

Screen	Permission	What it grants	Starting-point roles that hold it
Technicians	Worker · view	View technicians	MA MM PL SU AU EX
	Worker · create	Add technicians, teams and shifts	MA MM
	Worker · edit	Edit technicians, skills and certifications	MA MM
	Worker · export	Export the technician list	MA MM AU
	Worker · delete	Remove technicians and teams	MA MM
Skills	Skill · view	View the skills matrix across the workforce	MA MM PL SU AU EX

Procurement

Screen	Permission	What it grants	Starting-point roles that hold it
Requisitions	Requisition · view	View requisitions	MM PL ST PR AU EX
	Requisition · create	Raise requisitions. Also what opens the Catalogue	PL ST PR
	Requisition · edit	Edit and submit requisitions	PL ST PR
	Requisition · export	Export requisitions	PL ST PR AU
	Requisition · delete	Cancel requisitions	—
	Requisition · approve	Approve requisitions	MM
	Requisition On Behalf · create	Raise requisitions on behalf of someone else	PR
Catalogue	Catalog · view	View the catalogue as its maintainers see it	PR AU EX
	Catalog · create	Add items and shelves to the catalogue	PR
	Catalog · edit	Edit, price, publish and restrict catalogue items	PR
	Catalog · delete	Remove items and shelves from the catalogue	PR
Sourcing	Sourcing · assign	Answer a requisition from stock, and release what was claimed	ST PR
	Sourcing · close	Close a requisition short, leaving part of what was asked for unsourced	PR
RFQs	RFQ · view	View RFQs and vendor quotes	PR AU EX
	RFQ · create	Raise RFQs and invite vendors	PR
	RFQ · edit	Record vendor quotes	PR
	RFQ · export	Export quotations and what was awarded	PR AU
	RFQ · approve	Select a winning quote and award an RFQ	PR
Purchase Orders	Purchase Order · view	View purchase orders	MM PL ST PR VE AU EX
	Purchase Order · create	Raise purchase orders	PR
	Purchase Order · edit	Edit and issue purchase orders	PR
	Purchase Order · close	Close purchase orders, including short	PR
	Purchase Order · export	Export the order book	PR AU
	Purchase Order · acknowledge	Confirm an order and say when it will arrive	PR VE
	Purchase Order · delete	Cancel purchase orders	PR
	Purchase Order · approve	Approve purchase orders	MM
	Dispatch · view	See what a supplier says has left	PR VE AU EX
	Dispatch · create	Advise that goods have left, with the paperwork	PR VE
	Invoice · view	View supplier invoices	MM PR VE AU EX
	Invoice · create	Record supplier invoices	PR
	Invoice · edit	Run the three-way match and dispute invoices	PR
	Invoice · approve	Approve supplier invoices for payment	MM
	Invoice Submission · view	See what a supplier says is owed	PR VE AU EX
	Invoice Submission · create	Submit what is owed against an order	PR VE
	Payment · view	See what has been paid against supplier invoices	PR AU EX
	Payment · create	Record and withdraw payments against supplier invoices	PR
Awaiting Delivery	Receipt · view	View goods receipts	ST PR AU EX
	Receipt · create	Receive goods against a purchase order	ST
	Receipt · export	Export what is awaiting delivery	ST AU

Finance

Screen	Permission	What it grants	Starting-point roles that hold it
Depreciation	Register · view	View the fixed asset register and its carrying amounts	AU EX
	Register · create	Capitalise assets into a book	—
	Register · edit	Revise a useful life, residual or class	—
	Register · export	Export the fixed asset register	AU
	Book · view	View depreciation books, calendars and their rules	AU EX
	Book · create	Add depreciation books, fiscal calendars and rules	—
	Book · edit	Configure depreciation books, calendars and rules	—
	Book · delete	Remove depreciation books, calendars and rules	—
	Policy · view	View asset classes and depreciation policies	AU EX
	Policy · create	Add asset classes and depreciation policies	—
	Policy · edit	Edit asset classes and depreciation policies	—
	Policy · delete	Remove asset classes and depreciation policies	—
	Gl Account · view	View the accounts depreciation posts to	AU EX
	Gl Account · create	Add accounts depreciation posts to	—
	Gl Account · edit	Edit accounts depreciation posts to	—
	Gl Account · delete	Remove accounts depreciation posts to	—
	Run · view	View depreciation runs, their lines and their exceptions	AU EX
	Run · create	Calculate a period’s depreciation into a draft	—
	Run · close	Post a depreciation run and close its period	—
	Run · revert	Reverse a posted depreciation run	—
	Journal · view	View the journals waiting for the ledger	AU EX
	Journal · export	Hand a journal batch over to the ledger	AU
	Disposal · view	View what has left and what it fetched	AU EX
	Disposal · create	Record a machine leaving	—
	Valuation · create	Revalue or impair an asset	—
Budgets	Budget · view	View budgets and what is left of them	AU EX
	Budget · create	Open a budget head	—
	Budget · edit	Edit a budget, charge a document to it, or correct an entry	—
	Budget · delete	Remove a budget head that has never been charged	—
	Budget · release	Release money into a budget, and change what it is sanctioned for	—
	Amendment · view	View requests to change a budget	AU EX
	Amendment · create	Raise a request to change a budget, and withdraw your own	—
	Overrun · view	View what is over its budget or past its date	PL AU EX
	Overrun · create	Raise approval to exceed a budget or a project	PL
	Overrun · approve	Accept or turn down an overrun	—
Capex plans	Capex Plan · view	View capex plans and what was approved on them	PL AU EX
	Capex Plan · create	Start a capex plan	PL
	Capex Plan · edit	Change a draft plan, consolidate units into a division, and carry a plan forward	PL
	Capex Plan · delete	Remove a draft plan nobody has submitted	—
	Capex Plan · export	Download a plan’s proposals and phasing as a spreadsheet	PL AU
	Capex Plan · reclassify	Mark a proposal Flexible while its plan is with approvers	—
	Capex Scheme · view	View capex proposals	PL AU EX
	Capex Scheme · create	Add capex proposals, and submit the ones you added	PL
	Capex Scheme · edit	Change a capex proposal and its phasing	PL
	Capex Scheme · delete	Delete a capex proposal	PL
	Capex Scheme · export	Download capex proposals as a spreadsheet	PL AU
	Capex Consolidation · view	View the Capex-Consolidated Planning View	PL AU EX
	Capex Consolidation · edit	Change an approved proposal’s figures on the consolidated plan	—
	Capex Capitalization · view	View the Capex Planning – Capitalization Plan	PL AU EX
	Capex Capitalization · edit	Change an approved proposal’s capitalization plan	—
	Capex Approval Note · view	View the Capex - Approval Note - (P/ S/ F)	PL AU EX
	Capex Approval Note · edit	Raise, write and send a planned proposal’s approval note	—
	Tnc Appraisal Note · view	View the T&C Appraisal Note Form	PL AU EX
	Tnc Appraisal Note · edit	Add, write and send a T&C appraisal note	—
	Capex Change Log · view	View the change log of capex proposals, their planning and their capitalization	PL AU EX
	Capex Change Log · export	Download the capex change log as a spreadsheet	PL AU
	Project · view	View capital projects and what they have absorbed	AU EX
	Project · create	Open a capital project	—
	Project · edit	Add cost to a capital project	—
FF&E plans	Ffe Plan · view	View FF&E plans and the reserve each one forecasts	PL AU EX
	Ffe Plan · create	Start an FF&E plan for a hotel	PL
	Ffe Plan · edit	Change a draft FF&E plan, import it from a workbook, and submit it	PL
	Ffe Plan · delete	Remove a draft FF&E plan nobody has submitted	—

Commercial

Screen	Permission	What it grants	Starting-point roles that hold it
Vendors	Vendor · view	View vendors	MA MM PL ST PR AU EX
	Vendor · create	Onboard vendors	MA MM
	Vendor · edit	Edit vendors	MA MM
	Vendor · export	Export the supplier directory	MA MM AU
	Vendor · delete	Remove vendors	MA MM
	Vendor · approve	Approve vendors for use	MA MM
Contracts	Contract · view	View contracts, warranty and AMC/CMC	MA MM PL PR AU EX
	Contract · create	Raise contracts, warranties and AMCs	MA MM
	Contract · edit	Edit contracts	MA MM
	Contract · export	Export the contract register	MA MM AU
	Contract · delete	Remove contracts	MA MM
	Contract · approve	Approve contracts and warranty claims	MA MM
Vendor Invoices	Vendor Invoice · view	See what a supplier says is owed for a job	MA MM PL SU VE AU EX
	Vendor Invoice · create	Submit an invoice for a job, or record one that arrived	MA MM PL SU VE
	Vendor Invoice · export	Export the supplier invoice register	MA MM PL SU AU
	Vendor Invoice · approve	Accept or reject a supplier’s invoice for a job	MA MM PL SU
Customers	Customer · view	View customers	PL AU EX
	Customer · create	Add customers	—
	Customer · edit	Edit customers, contacts and their sites	—
	Customer · delete	Archive customers	—

Knowledge base

Screen	Permission	What it grants	Starting-point roles that hold it
Articles	Article · view	Read articles, guides and lessons	MA MM PL SU TE ST AU EX
	Article · create	Write articles and diagnostic guides	MA MM PL SU
	Article · edit	Amend articles and diagnostic guides	MA MM PL SU
	Article · delete	Archive articles	MA MM PL
	Article · approve	Publish an article to the site	MA MM PL
	Lesson · view	Read the lessons register	MA MM PL SU AU EX
	Lesson · create	Record what an event taught	MA MM PL SU
	Lesson · edit	Own and close lessons	MA MM PL
Documents	Document · view	Read the controlled document library	MA MM PL SU TE ST AU EX
	Document · create	Add controlled documents	MA MM PL
	Document · edit	Draft revisions and file documents against records	MA MM PL
	Document · delete	Withdraw a document from use	MA MM
	Document · approve	Put a revision of a document in force	MA MM
	Folder · create	Create document folders	MA MM
	Folder · edit	Rename a document folder and choose who may see it	MA MM
	Folder · delete	Remove an empty document folder	MA MM
	Procedure · view	Read procedures and work instructions	MA MM PL SU TE AU EX
	Procedure · create	Write procedures and work instructions	MA MM PL SU
	Procedure · edit	Amend procedures and work instructions	MA MM PL SU
	Procedure · approve	Put a procedure in force, or withdraw one	MA MM

Analytics

Screen	Permission	What it grants	Starting-point roles that hold it
Dashboards	Dashboard · view	Open dashboards	MA MM PL SU TE PR AU EX
	Dashboard · create	Build dashboards and their widgets	MA MM PL SU EX
	Dashboard · export	Print or export a dashboard	MA MM PL SU AU EX
	Dashboard · share	Share a dashboard with people or roles, and schedule it	MA MM PL SU EX
Reports	Report · view	View saved reports	MA MM PL SU PR AU EX
	Report · create	Build reports	MA MM EX
	Report · edit	Change, publish and remove saved reports	MA MM EX
	Report · export	Export reports	MA MM AU EX
	Report · share	Share a report beyond your own roles and sites	MA MM EX
Copilot	Copilot · view	Read copilot conversations and suggestions	MA MM PL SU TE AU EX
	Copilot · create	Ask the copilot	MA MM PL SU TE EX
	Copilot · edit	Accept or reject a copilot suggestion	MA MM PL SU EX

Messages

Screen	Permission	What it grants	Starting-point roles that hold it
Messages	Conversation · view	Open Messages and read the conversations you are in	MA MM PL SU TE ST PR VE RQ AU EX
	Conversation · create	Start conversations and add people to them	MA MM PL SU TE ST PR RQ AU EX
	Message · create	Send messages	MA MM PL SU TE ST PR VE RQ AU EX
	Message · delete	Remove other people’s messages	MA MM SU

Setup

Screen	Permission	What it grants	Starting-point roles that hold it
Administration	Configuration · view	View configuration lists	MA MM ST AU EX
	Configuration · create	Add configuration entries	MA MM
	Configuration · edit	Edit configuration entries	MA MM
	Configuration · delete	Remove configuration entries	MA MM
Audit	Audit · view	Read the audit trail	AU EX
	Audit · export	Export the audit trail	AU
User activity	User Activity · admin	See how much each person created and changed, by module, and the changes behind it	—
Access	User · view	View users	AU EX
	User · create	Create users	—
	User · edit	Invite and manage users	—
	User · delete	Deactivate users	—
	Role · view	View roles	AU EX
	Role · create	Create roles	—
	Role · edit	Edit role membership and permissions	—
	Role · delete	Remove roles	—
	Role · admin	Manage roles and permissions	—
Authentication	Authentication · admin	Configure the sign-in policy, identity providers and end sessions	—
API keys	Api Key · view	See api keys, their scopes and what they have been used for	AU EX
	Api Key · create	Issue and rotate api keys	—
	Api Key · delete	Revoke api keys	—
	Api Key · admin	Create and suspend service accounts	—
Notifications and integrations	Integration · view	View notification templates and subscriptions	AU EX
	Integration · create	Add notification templates and subscriptions	—
	Integration · edit	Edit notification templates and subscriptions	—
	Integration · delete	Remove notification templates and subscriptions	—
	Integration · admin	Configure integrations — also opens Reminders, Operations and Microsoft Clarity, and the e-way bill filing account on GST registrations	—
Workflows	Workflow · view	View rules and their evaluations	MA AU EX
	Workflow · create	Add rules	MA
	Workflow · edit	Edit and publish rules	MA
	Workflow · delete	Remove rules	MA
	Workflow · admin	Configure workflows and rules	MA
Import	Import · view	See imports and their history	AU EX
	Import · create	Upload a file, map its columns and validate it	—
	Import · commit	Write a validated import into the records	—
	Import · revert	Undo a committed import	—
Data export	Data Export · create	Request a copy of everything you can see, and download it when it is ready	—
Statuses	State Model · edit	Configure statuses and transitions at the sites you look after	MA
	State Model · admin	Configure statuses and transitions	MA
Today	Today · edit	Set what Today shows for the organisation and for each role	—
Numbering	Numbering · admin	Configure how records are numbered	MA
Modules	Feature · view	See which modules this organisation has	AU EX
	Feature · admin	Switch a module on or off for this organisation	—
Billing	Subscription · view	See the subscription, the invoices and what is due	AU EX
	Subscription · admin	Choose a plan, change it, and pay for it	—
Labels	Template · view	View label designs, logos and printers	MA MM AU EX
	Template · create	Add label designs, logos and printers	MA MM
	Template · edit	Design labels and configure printers	MA MM
	Template · delete	Remove label designs and printers	MA MM
Projects	Project · view	View projects	PL AU EX
	Project · create	Create projects	—
	Project · edit	Edit projects	—
	Project · delete	Archive projects	—

On any record

Screen	Permission	What it grants	Starting-point roles that hold it
Attachments	File · view	View and download attachments	MA MM PL SU TE ST PR VE RQ AU EX
	File · create	Attach files and photographs	MA MM PL SU TE ST PR VE RQ
	File · edit	Recaption and reorder attachments	MA MM PL SU
	File · delete	Remove attachments	MA MM SU
	File Capture · approve	Attach a file that does not meet a field’s capture rules	MA MM SU
Comments	Comment · create	Comment on records	MA MM PL SU TE ST VE RQ
	Comment · delete	Remove other people’s comments	MA MM SU
Notes	Note · create	Capture notes on a job or an asset	MA MM PL SU TE
Label printing	Print · view	See what labels have been printed	MA MM PL SU TE ST AU EX
	Print · create	Print labels and encode RFID tags	MA MM PL SU ST
Custom fields	Custom Field · admin	Configure custom fields	MA
Saved views	List View · share_role	Share a saved list view with a role or with named colleagues	MA MM
	List View · share	Share a saved list view with the whole organisation	MA MM

Permissions a future release adds arrive ungranted in every role except the System Administrator — nobody else has one until an administrator grants it.