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Authorities ​

Authorities restrict which asset categories a user is allowed to perform checks on. This ensures only competent, trained personnel inspect specific types of equipment.

Why use authorities? ​

In many industries, regulations require that inspections are carried out by people with specific competencies. For example:

  • Only trained electricians should inspect electrical equipment
  • Only certified engineers should perform statutory examinations on lifting equipment
  • Only qualified technicians should inspect fire suppression systems

Authorities let you enforce these rules within AssetBuddy.

How authorities work ​

Each user can be linked to one or more asset categories. When authorities are active:

  • The user can only perform checks on assets that belong to their authorised categories
  • Assets in non-authorised categories are visible but the user cannot start a check on them
  • Authorities are checked at the time of performing a check

Who is affected by authorities? ​

Authorities apply to Operators and Supervisors — the roles that are also site-restricted. Higher-level roles (Site Manager, H&S Admin, Owner, Engineering) are not restricted by authorities and can perform checks on any asset category.

Setting up authorities ​

  1. Navigate to Users and select the user you want to configure
  2. Click Edit
  3. In the Authorities section, select the asset categories the user is authorised to inspect
  4. Click Save

For example, you might authorise an operator for:

  • Fire Safety
  • PPE
  • General Equipment

This means they can perform checks on assets in those three categories but not on Vehicles, Electrical, or other categories.

Best practices ​

  • Review authorities regularly — as staff complete training, update their authorities to reflect new competencies
  • Document the basis — keep a record of why each user is authorised for specific categories (e.g. training certificates, qualifications)
  • Don't over-restrict — only use authorities where there's a genuine competency requirement. For general inspections, operators usually don't need restrictions.
  • New users — when inviting a new operator or supervisor, set up their authorities as part of the onboarding process

TIP

If an operator attempts to perform a check on an asset category they're not authorised for, they won't be able to start the check. Make sure all required categories are covered by at least one authorised user at each site.