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Roles Explained ​

AssetBuddy uses role-based access control to determine what each user can see and do. Roles are assigned when a user is invited and can be changed later.

Role hierarchy ​

Roles are listed from most to least privileged:

Owner ​

The organisation owner has full access to everything, including:

  • All asset, check, defect, and document management
  • User management (invite, edit, delete)
  • Role and permission configuration
  • Organisation settings
  • Audit log access

There is one owner per organisation — the person who created the account. Owners can optionally opt in to receive H&S notifications.

H&S Admin ​

The health and safety administrator has access to almost everything, excluding user management, roles and closedowns:

  • Full access to assets, checks, defects, documents, and sites
  • Organisation settings (the organisation name, and how overdue and missed checks are handled)
  • Check template management (create, edit, delete)
  • Defect verification and closure
  • Audit log access
  • Asset status changes

H&S admins receive notifications for all H&S events across the organisation.

Site Manager ​

Site managers oversee operations at specific sites:

  • Full access to assets, checks, defects, and documents at their site
  • Can create, edit, and delete sites
  • Can verify and close defects
  • Can change asset statuses
  • Can view the audit log
  • Can delete documents

Engineering ​

The engineering role focuses on technical and template management:

  • Same base access as Supervisor (see below)
  • Can create, edit, and delete check templates
  • Can change asset statuses

This role is designed for maintenance engineers or technical leads who need to configure inspection templates.

Supervisor ​

Supervisors manage day-to-day operations:

  • View assets, checks, defects, documents, and sites
  • Create and edit assets
  • Assign and schedule checks
  • Assign defects
  • Contact contractors
  • Upload documents
  • Perform checks and create defects

Operator ​

The most basic internal role:

  • View assets, checks, defects, documents, sites, and dashboard
  • Perform checks
  • Create defects

Operators are your front-line inspectors — they perform daily checks and report problems.

Director ​

A read-only oversight role:

  • View assets, checks, defects, documents, sites, and dashboard
  • View the audit log

Directors can see everything but cannot make changes. This is ideal for senior management who need visibility without day-to-day involvement.

Contractor ​

External users with limited access:

  • View assigned defects
  • Close/submit closeout for assigned defects
  • View assets (read-only)
  • View documents (read-only)
  • Access the contractor dashboard

See Contractors for more details.

Permission summary ​

PermissionOwnerH&S AdminSite MgrEngineeringSupervisorOperatorDirectorContractor
View dashboard✓✓✓✓✓✓✓✓
View assets✓✓✓✓✓✓✓✓
Create/edit assets✓✓✓✓✓
Delete assets✓✓✓
Change asset status✓✓✓✓
View checks✓✓✓✓✓✓✓
Perform checks✓✓✓✓✓✓
Assign/schedule checks✓✓✓✓✓
Manage templates✓✓✓
View defects✓✓✓✓✓✓✓✓
Create defects✓✓✓✓✓✓
Assign defects✓✓✓✓✓
Verify/close defects✓✓✓✓
View documents✓✓✓✓✓✓✓✓
Upload documents✓✓✓✓✓
Delete documents✓✓✓
Manage sites✓✓✓
View sites✓✓✓✓✓✓✓
View audit log✓✓✓✓
Manage users✓
Manage roles✓
Org settings✓

Site restrictions ​

Operators and Supervisors are site-restricted — they can only see assets, checks, and defects at their assigned site. Other roles have organisation-wide access.

Custom role configuration ​

The Owner can customise role permissions from the Roles & Permissions page. This lets you fine-tune what each role can do if the defaults don't match your organisation's needs.