Overview

Each user within the account can be set as either viewers, staff, staff – full read or admin. Depending on their access level, they will have certain abilities and views of the expirations.

Viewer

A viewer can basically see all information regarding expirations and contacts available in the account. This means the person can view the same information an admin can but limited to expirations and contacts. They can’t change any of the information, neither edit or create. This role are basically for people that need to follow up or do some auditing.

Staff

The staff users can see information about expirations and contacts that have been set as the owner of them. They can create, edit and delete expiration items as long as they’re the owner of them. When they create an item, it’s automatically owned by them. They can’t change the ownership of an item or contact. In the dashboard, they can only see information that’s owned by them. They can only work with expiration items and contacts.

Staff – Full Read

The staff – full read users can see information about all expirations as the viewer role and also contacts. They can create, edit and delete expiration items as long as they’re the owner of them. When they create an item, it’s automatically owned by them. They can’t change the ownership of an item or contact. In the dashboard, they can see information all items and contacts. They can only work with expiration items and contacts.

Reader

The reader role allows read-only access to expirations and contacts for which
the user the owner. They can’t change any of the information, neither edit
or create.

Contact Reader

A contact reader can see all information regarding expirations for which
they’re a contact. They can’t change any of the information, neither edit or
create. This role are basically for people that need to see their own
information and for mobile app users.

Contact Contributor

The contact contributor can see and edit information about expirations for
which they’re a contact. They can create, edit and delete expiration items as long as they’re
a contact. In the dashboard, they can only see information that’s assigned to
them. They can only work with expiration items.

Team Admin

The team admin role have almost the same permissions as admins but is only
allowed to view or change information within the team they belong to. They can’t
change information is another team.

 

Admin

The admin user have access to everything in the account and manage all aspects of information in the application.

Comparing the access privilege levels

 

Action Viewer Staff Reader Staff – Full Read Contact Reader Contact Contributor Team Admin* Admin
View personal dashboard  ✓
View personal expirations  ✓
View personal contacts      ✓
View personal audit log  ✓
Manage personal profile  ✓  ✓  ✓
View account dashboard  ✓    ✓    
View account expirations        ✓
Manage personal expiration items  ✓    ✓      ✓
Manage personal contacts  ✓    ✓      ✓
View personal expiration items          
View personal contacts          
Manage expiration items for which is contact          
View expiration items for which is contact          
Manage account expiration items        ✓  ✓
Manage account contacts        ✓
Manage categories         ✓
Manage locations        ✓
Manage email templates        ✓
Change notification contents         ✓
Manage contact types        ✓
View account audit log        ✓
Add and manage employees        ✓
Change employee access level        ✓
Manage account settings          ✓

*Team admin

Team admin permissions are only within the team the user belongs to and not
to the whole account.

Change a user access level

To change an user access level, go to Your Account and select Users.

From the list, select the user you need to change the access and click on it. On the user details, change the role property to the new one.

This will change the access level.