How permissions work

The short version

1. Your plan. A module your plan doesn't include is closed to everyone, Company Admins too.
2. Position, then the person. Everyone's own side — their FieldView pages, Overview cards and filing a PIN — comes from their position. An Admin's side is set on that person's own profile, under Access. Someone who isn't an Admin has no Admin side at all.
3. Modules on and off. A Company Admin can switch a module off for the whole company under Account → Module Visibility. Nothing is deleted; switching it back on brings everything back.

A Company Admin always has full access to everything on the plan, and is the only person who changes anyone's access — a position's pages, who is an Admin, and what each Admin can do. Since 27 October 2026 an Admin can't change their own access.

Making someone an Admin

1. Open the person's profile → Access, and turn on Make Admin.
2. Every module starts Off. Set each one they need: Off, View, Edit or Delete. An Admin needs at least one module on — saving with none is refused.
3. Rights inside a module (sign-offs, sensitive claim or injury detail, publishing, verifying certificates) appear under the module once it's on. Tick the ones they need. A right only works while its module is at View or above: turn the module Off and the rights under it stop working too.
4. Company settings — Account, Organization, Locations, Notifications, QR Hub — are set the same way, in their own group. Account is Off or On; with it On, each Account page has its own level: Company profile, Billing & subscription, Security, Reports, Compliance matrix, Integrations and Jurisdiction defaults are Off, View or Edit, and Audit log and Data export are Off or View. Turn Account Off and every page in it is off.
5. To set up someone like an Admin you already have, use Copy access from… and adjust before saving.
6. Check the In plain English line at the top, look at What will change, then Save changes. One save for the lot.

Switching Make Admin off turns them back into a worker: their Admin access is cleared, and anything they filed stays as it is. Turn it on again later and every module starts Off.

What Off, View, Edit and Delete let someone do

These are enforced on the server, not just on the screen: a bookmarked link or a second click can't get further than someone's level allows. When something is refused, the message says which level on which module is needed, and that a Company Admin can give it on the person's profile under Access. A few removals are a Company Admin's whatever anyone's level: deleting an incident or another filed record.

What a position decides

A position's Permissions tab is everyone's own side only: whether they see each module's page on their own FieldView (Report an Incident, My Certificates, My Action Items…), the personal Overview cards, and filing a PIN. It also holds their compliance requirements — certificates, training, documents, forms and policies. The Admin column says "Set on each Admin's profile": a position never gives anyone the Admin side.

A person's own pages can still differ from their position: on their profile → Access, the pages table below the Admin settings. That is rarely needed.

Overview cards follow access

The company cards on the Overview — Recent Incidents, Claims, Work Orders, Injury Trends and so on — show for anyone who can see the module behind them. There are no separate switches for them any more. Needs Your Attention, Recent Activity and Direct Reports show for every Admin. A company can still switch a card off for everyone under Account → Module Visibility.

Switching a module off for the whole company

Account → Module Visibility, Company Admin only. A module's Admin side and its Personal page can be switched separately. Before anything is switched off, the screen lists what it touches — which Admins lose access, how many open action items came from it, or that the page disappears from everyone's phone — and asks you to confirm. Nothing is deleted.

Switches that cannot be turned off

Turning a module off only hides it; other modules keep writing into it. So Module Visibility refuses a few switches, and says why in place, under the module's name.

• Action Items (Personal and Admin): Incidents, Meetings, Inspections, Forms, the Field Level Hazard Assessment and Observations all assign corrective actions into it.
• Report an Incident (the Personal side of Incidents): workers must always have a way to report an injury. Which positions may file a PIN is still set per position.
• Organization, Account, Locations and Workers (Admin side): every picker, notification route and register reads them.
• Certificates (Admin side) while Training is on, and My Assets (Personal side) while Personal Inspections is on.

"Log in as this user"

Granted to one Admin at a time on their profile → Access, below the Admin settings, and off until granted. A Company Admin always has it. The worker sees a badge while it's open, gets an Updates message when it starts, and keeps a permanent record of who and when on their Activity tab.

Quick reference