Roles & Permissions

Overview

Roles control what each person can see and do in Qability. Instead of setting access one person at a time, you build a role (for example, "Field Supervisor" or "Quality Manager"), turn on the permissions that role should have, and then assign the role to users. Everyone who holds that role gets exactly the access it grants.

You manage all of this from the Roles Administration page, reachable from the Roles area of the app. From there you can create roles, edit their permissions, activate or deactivate them, and decide which users they apply to.

Key concepts

Role statuses

Each role carries a status shown as a colored badge on the role card and the role detail page.

Status	Badge color	What it means
Active	Green	The role is in use. Its permissions apply to everyone assigned to it.
Inactive	Red	The role has been deactivated and is no longer applied. You can reactivate it at any time.

New roles are created as Active.

How permissions are organized

Permissions are grouped into easy-to-scan categories (for example, Users, Sites, Documents, CAPAs, Item Master), and those categories are gathered into broader sections:

Section	Examples of what it covers
Company Management	Company, Users, Teams, Sites, Departments, Roles, Option Sets, Suppliers, Item Master, Nonconformances, CAPAs
Configuration	Form Templates, RCA Templates, Risk Assessment Templates, Records, Documents, Document Templates, Workflows
Training	Trainings, Training Instances, Training Matrix
Inspections & Logs	Field Records, Log Books, Inspections, Equipment
AI	AI features

Within each category, permissions are offered as individual actions you switch on with a checkbox:

Action	What it allows
Create	Add new records in that area
Read	View records in that area
Update	Edit existing records
Delete	Remove records
Manage	Broader administrative control over that area

Not every category offers every action — you only see the checkboxes that apply.

note

Your ability to create or edit roles depends on your own permissions. If you don't have role-management access, the Create New Role button, the Save Changes button, and the permission checkboxes won't appear or will be read-only.

How to create a role

1. Open the Roles Administration page.
2. Click Create New Role in the top right.
3. Enter a Role Name (required), such as "Field Supervisor."
4. Optionally add a Description explaining the role's purpose and responsibilities.
5. Use the Copy From menu to choose a starting point:
   • Custom starts the role with no permissions.
   • Selecting an existing role copies that role's permissions as a starting point. The dialog tells you how many permissions will be copied.
6. Click Create Role. The new role appears in the list, ready for you to fine-tune its permissions.

tip

Copying from a similar role is the fastest way to build a new one — create it from the closest match, then open it and adjust the checkboxes.

How to assign permissions to a role

1. On the Roles Administration page, click a role to open its detail page.
2. Scroll to the Permissions section. Permissions are grouped by section and category.
3. Tick or untick the checkboxes for each action (Create, Read, Update, Delete, Manage) you want this role to have.
4. To find a specific area quickly, type in the Search permissions... box to filter the list.
5. To grant everything at once, click Select All.
6. When you're done, click Save Changes in the top right. Use Cancel to discard your edits.

You can also rename the role or edit its description directly on this page — click the role name or description text to edit it, then save.

How to assign a role to users

1. Open the role's detail page.
2. In the role information card, click View All Users. The Assign Users to Role window opens.
3. Use the Search users by name or email... box to find people.
4. Tick the checkbox next to each user who should hold this role. People who already have it are marked Currently Assigned. A counter shows how many users are selected.
5. Click Save Assignments. The selected users now hold the role and gain its permissions; anyone you unticked has it removed.

The role information card and each role card on the list page show an Assigned Users count so you can see at a glance how widely a role is used.

How to activate or deactivate a role

• Deactivate: On the role detail page, click Deactivate (or use the menu on a role card). Confirm when prompted. The role's status changes to Inactive and it stops granting access.
• Activate: For an inactive role, click Activate and confirm. The status returns to Active.

warning

Deactivating a role removes its access from everyone assigned to it. Check the Assigned Users count before deactivating so you know who will be affected.