How access works: role, locations and applications

What a person can see and do in a workspace comes from three answers, set by an administrator in People & access.

1. Their role — what they may do

• Owner and Admin — run the workspace: invite people, change access, and use everything the workspace includes.
• Editor — creates and changes records in the applications they have.
• Viewer — reads, and changes nothing.

2. Their locations — where

A person can reach every location (including ones added later), or only the locations chosen for them. Work, compliance and records belonging to other locations are not shown to them.

3. Their applications — which parts of the product

The workspace includes a set of applications. Each person can be given all of them, or only some. A person never gets more than the workspace itself includes.

Where these are chosen

Administrators do not set the three answers one by one. They answer “What is this person here to do?” — Frontline, Technician, Supervisor, Housekeeping, Facility Manager, Finance, HR, Executive — view only, and so on — and the choice sets all three. The screen shows what the person gains and loses before anything is saved.

Common questions

• Why can't Mary see Finance? Her access does not include the Finance application — or the workspace does not include it at all.
• Why can this employee see only one location? Their access was scoped to selected locations.
• Why can this contractor see only one job? Outside collaborators are shared a single record, not the workspace. See What outside collaborators can see.