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Users, security and administration

Users, roles, permissions and approvals

Last updated Oct 29, 2026

Roles

Each user has one or more roles. A role decides which menus you see and which actions work; the server checks every action again. The built-in roles include:

  • Administrator: everything, including users, roles, settings and integrations.
  • Asset Manager: create, edit, transfer, assign and dispose of assets, tags, documents, masters and verification campaigns.
  • Finance: finance figures, depreciation, capitalisation, completing disposals, GL mapping and reconciliation.
  • Auditor (read-only): reads assets, finance figures, the audit trail and verification, and exports audit data. Cannot change records.
  • Viewer: views assets, masters and reports.

The desktop edition also ships Verifier (counting staff; amounts hidden), Maintenance Manager, Technical Reviewer, Asset Controller and Management Approver roles. Administrators can create custom roles. The Administrator role is locked, and nobody can give more rights than they hold themselves.

Add users (web edition)

  1. Open Administration › Invite User. Enter the person's details and roles and send the invitation.
  2. The person receives a single-use link that expires, and chooses their own password when they accept.
  3. Follow pending, accepted, expired and revoked invitations in Administration › Invitations. For many people at once, use Bulk User Import.
  4. Use Access Scope to limit a user to certain branches.
  5. Use Roles & Permissions and the Permission Matrix to see and change what each role may do. Changes are recorded in the audit trail.

Access Reviews, Offboarding, Access Preview and the User Audit Trail help you keep access up to date. Link each employee master to their login so My Workspace works for them.

Add users (desktop edition)

  1. Open Administration › User Management and click New User.
  2. Enter the name, username and e-mail, a first password and the role or roles.
  3. By default new users must change their password at first sign-in.
  4. Administration › Roles & Permissions shows the permission matrix and lets you create custom roles.

To unlock an account, edit the user and save with Active ticked. To reset a password, enter a new one and tick Must change password at next sign-in.

Approval chains

Transfers, disposals, capitalisations, CapEx requests, verification sign-offs and other transactions follow approval chains set in the Workflow Designer (Workflow › Workflow Designer on the web, Administration › Workflow Designer on the desktop).

  • Add approval steps and assign each to a role, a specific user or the requester.
  • Choose whether one approver or every approver must approve, set time limits and fallback roles, and add conditions such as amount bands or branches.
  • An active workflow cannot be edited; create a new version instead.

Approvers work from My Approvals. On the web, SLA Monitoring shows response times.

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