User Permissions and Access Control

The platform uses a permission system to control what users can see and do. This ensures that users only have access to the information and features they need for their work, while keeping sensitive data secure.

Understanding User Roles

What Are User Roles?

User roles determine what you can do in the platform. Think of roles like job titles - different roles have different responsibilities and access levels.

The Four Main Roles:

Super Admin:

• What they can do: Access everything in the system, manage all organizations, and help with system-wide issues
• Who has this role: Usually system administrators and technical support staff
• Key features: Can see data from all organizations, assign users to any organization, and perform system maintenance

Admin:

• What they can do: Manage their organization, add and remove users, and access most platform features
• Who has this role: Organization leaders, managers, and senior staff
• Key features: Can manage team members, create projects, and generate reports

Moderator:

• What they can do: Review content, provide support to users, and manage specific aspects of the platform
• Who has this role: Team leaders, senior staff, or designated support personnel
• Key features: Can review and approve work, help other users, and manage certain workflows

User:

• What they can do: Use the platform for their daily work, create and manage their own projects
• Who has this role: Regular team members and staff
• Key features: Can work on assigned projects, create reports, and collaborate with team members

What You Can Access

Data Access

Your Organization's Data:

• You can only see information from your own organization
• This includes properties, projects, documents, and reports
• You cannot see data from other organizations (unless you're a Super Admin)

Your Projects:

• You can see projects you're assigned to
• You can create new projects (if you have permission)
• You can edit projects you have access to

Documents and Files:

• You can upload and manage documents for your projects
• You can share documents with team members
• You can view documents shared with you

Feature Access

What You Can Do:

• View and Edit: Access information and make changes based on your role
• Create: Add new items like properties, projects, or reports
• Delete: Remove items you have permission to delete
• Share: Share information with other team members
• Export: Download reports and data (if allowed)

What You Cannot Do:

• Access data from other organizations
• Modify system settings (unless you're an admin)
• Delete other users' work without permission
• Access features you don't have permission to use

Organization Structure

How Organizations Work

Your Organization:

• This is your company or team within the platform
• You can only see and work with data from your organization
• Your organization has its own settings and user management

Team Members:

• You can see other members of your organization
• You can collaborate on projects together
• You can share information and documents

Organization Admins:

• These are people who can manage your organization
• They can add new users, assign roles, and manage settings
• They have access to all data within your organization

Managing Permissions

How Permissions Are Assigned

Getting Access:

1. New Users: Organization admins add new users and assign their initial role
2. Role Changes: Admins can change your role if your responsibilities change
3. Feature Access: Some features may require special permission from your admin

Requesting Changes:

• If you need access to additional features, contact your organization admin
• If you think your role should be changed, discuss it with your manager
• For urgent access needs, contact your admin directly

Understanding Your Current Permissions

Check Your Role:

• Look at your profile or account settings to see your current role
• Your role determines what you can access and do
• If you're unsure about your permissions, ask your admin

What You Can See:

• You'll only see features and data you have permission to access
• If you can't see something, it's likely due to permission restrictions
• Contact your admin if you think you should have access to something

Working with Different Roles

As a Regular User

Your Daily Work:

• Access your assigned projects and tasks
• Create and edit your own work
• Collaborate with team members
• Generate reports for your projects

Best Practices:

• Keep your work organized and up to date
• Share information appropriately with team members
• Ask for help if you need access to additional features
• Follow your organization's guidelines for data management

As a Team Leader or Moderator

Managing Your Team:

• Help team members with their work
• Review and approve content when needed
• Ensure team members have the access they need
• Coordinate work between team members

Supporting Your Team:

• Answer questions about platform features
• Help resolve access issues
• Guide team members on best practices
• Escalate issues to admins when needed

As an Organization Admin

Managing Your Organization:

• Add and remove team members
• Assign roles and permissions
• Manage organization settings
• Oversee data and project management

Key Responsibilities:

• Ensure team members have appropriate access
• Monitor organization activity and usage
• Maintain data security and organization
• Provide support to team members

Common Permission Scenarios

When You Can't Access Something

What to Check:

1. Are you logged in? Make sure you're signed into your account
2. Do you have the right role? Check if your role includes the feature you need
3. Is it in your organization? You can only access data from your organization
4. Do you have specific permission? Some features require special permission

What to Do:

• Contact your organization admin for help
• Explain what you're trying to access and why you need it
• Be patient - permission changes may take time to process

When You Need Additional Access

Requesting New Permissions:

1. Identify what you need: Be specific about what features or data you need access to
2. Explain why you need it: Help your admin understand your business need
3. Contact your admin: Reach out to your organization admin
4. Follow up: Check back if you don't hear back within a reasonable time

Temporary Access:

• Some organizations can grant temporary access for specific projects
• This access is usually time-limited and project-specific
• Make sure to return any borrowed data or access when done

Security and Privacy

Keeping Data Safe

Your Responsibilities:

• Don't share your login credentials with others
• Log out when you're done using the platform
• Don't access data you don't need for your work
• Report any security concerns to your admin

Data Protection:

• Your organization's data is protected and secure
• Only authorized users can access your organization's information
• All access is logged and monitored for security

Privacy Considerations

What Others Can See:

• Other team members can see your work if you share it with them
• Admins can see all activity within your organization
• Your work is private to your organization unless you share it

Sharing Information:

• Be careful about what you share with others
• Follow your organization's guidelines for data sharing
• Ask permission before sharing sensitive information

Getting Help with Permissions

When You Need Assistance

Contact Your Admin:

• For permission changes and access requests
• For questions about your current access level
• For help with organization settings
• For urgent access needs

Contact Support:

• For technical issues with the platform
• For problems logging in or accessing the system
• For questions about platform features
• For security concerns

Self-Help Resources

Available Resources:

• Platform documentation and help guides
• Video tutorials and training materials
• Community forums and user discussions
• Knowledge base articles

Finding Information:

• Use the search function to find relevant help
• Check the help section for your specific question
• Look for similar issues in the community forum
• Review training materials for your role

Best Practices

Using Permissions Effectively

For All Users:

• Only request access you actually need for your work
• Keep your work organized and properly labeled
• Follow your organization's data management policies
• Ask questions if you're unsure about permissions

For Team Leaders:

• Regularly review team member access needs
• Remove access when team members change roles
• Provide training on platform features and permissions
• Monitor team activity and usage

For Admins:

• Regularly audit user permissions and access
• Remove unused accounts and access promptly
• Provide clear guidelines for permission requests
• Train team members on security best practices

Maintaining Security

Regular Reviews:

• Review your own access periodically
• Remove access you no longer need
• Update your password regularly
• Report any suspicious activity

Good Habits:

• Log out when you're done working
• Don't share your account with others
• Be careful about what you download or share
• Follow your organization's security policies

The permission system helps keep your work organized and secure while ensuring everyone has access to what they need. If you have questions about your permissions or need additional access, don't hesitate to contact your organization admin or support team.