User Roles & Permissions Overview

This article outlines the capabilities associated with each user role in the platform: Viewer, Editor, Admin, and Platform Admin.

Viewer Permissions

Guides

• Overview: View guides in my workspaces.

Authentication

• Sign in: Sign in to the Viewer platform.

Editor Permissions

Settings

• Checklist Alerts: Assign checklist alert recipients on a checklist in the editor.

User Management

• Teams: View team settings and view my team(s).

• Users: View user settings and users in my team(s).

Analytics & Results

• Checklist Results: View and export checklist results for guides belonging to my team.

• Analytics: View adoption and usage analytics.

Guides

• Overview:

  • View guides in my team(s) and workspaces.

  • Create guides in my team(s).

  • Edit guides assigned to me or owned by my team(s).

  • Archive my guide or any guide in my team(s).

  • Publish my guide or any guide from my team(s) to accessible workspace(s).

  • Reassign my guides in any team(s).

  • Copy my guide or any guide in my team(s), including those published to the main workspace.

  • Preview a guide from CMS on the main workspace (if the team is connected to the workspace).

  • View activity logs, feedback, and guide details.

  • Translate guides and manage localizations.

  • Share guides and export to PDF.

  • Request/cancel/reject/approve guide approval (when approval is on).

  • Change reminder dates when publishing guides (if the reminder cycle is on).

• Signoff: Apply any active signoff to instructions/guides.

• Tags: Create tags.

Authentication

• Sign in: Sign in to the CMS and Viewer platforms.

Admin Permissions

Settings

• Checklist Alerts: Assign checklist alert recipients on a checklist in the editor.

• Workspaces:

  • View workspace settings and edit workspaces.

  • Select a workspace theme.

  • Preview workspace in a separate tab.

  • Assign the management team and view connected team(s) to the workspace.

• Themes:

  • Can view theme settings

  • Create a new theme and edit a theme (name, owner, platform logo, app icon, colors, font)

  • Edit step note icons (default and custom)

  • Create a theme for workspace(s)

  • Set the theme to the workspace(s) my team is managing

  • Edit my theme (font, colors, logos, icons for Customized Step Notes)

User Management

• Teams:

  • Can view team settings and my team(s)

  • Edit team(s) I am managing

  • Add users to the team(s) I am managing

  • Set user role

  • Switch on guide approval for a team (parallel and sequential)

  • Select approvers for a team (parallel or sequential guide approval on)

  • Change the order of approvers from the team(s) I am managing (sequential guide approval on)

  • Remove user from team(s) I am managing

  • Select who should receive guide-related email notifications

  • Set a reminder cycle for guide review (guide approval on)

  • Connect team(s) to the workspace I manage

  • Remove team(s) from the workspace I manage

• Users:

  • View user settings and users in my team(s).

  • Edit user in team(s) I am managing (name, email)

  • Add user to team(s) I am managing

  • Assign a role to user(s)

  • Assign Assessors

Analytics & Results

• Checklist Results: View and export checklist results for guides in my team.

• Signoff Results:

  • View and export results for guides in my team.

  • View/export all sign-off results submitted on managed workspaces.

• Analytics: View adoption and usage analytics.

Guides

• Overview: Same capabilities as Editor, with additional permission to:

  • Reassign guides from any team(s).

• Signoff: Create, edit, duplicate, activate/deactivate, and apply any active signoff to an instruction/guide.

• Tags: Create tags.

Authentication

• Sign in: Sign in to the CMS and Viewer platforms.

Assessor Permissions

Responsible for skills assessments/validation.

What Assessors can do:

• Create and manage Skills, Learning Activities, Skill Profiles, and Job Titles
• Be assigned to Skill Profiles to evaluate team members' skill levels
• Receive email notifications when users request skill assessments (with the option to opt out)

Key details:

• Assessors can be assigned to one or more Skill Profiles and can update skill levels for the skill profiles they are assigned to.
• Assessors cannot assess their own skills
• Multiple Assessors can be assigned to a single Skill Profile — only one approval is needed per assessment
• Platform Admins can grant or revoke the Assessor permission at any time; revoking cleanly removes all Skill Profile assignments while preserving historical data
• The Assessor role can be held alongside the Team Admin role

Platform Admin Permissions

Settings

• Platform:

  • View platform settings
  • Configure sign-in options to access the CMS platform
  • Select roles for tag creation
  • Turn on/off auto-removal for downloaded guides 
  • Set the auto-removal timeframe for downloaded guides
  • Turn on/off step note name in guides
  • Add new, edit, and disable/enable custom step note (icon, name and translation)

• Checklist Alerts:

  • Configure platform-wide recipients (Microsoft Teams, Webhook).

  • Assign checklist alert recipient on a checklist in the editor
    
     

• Workspaces:

  • Can view workspace settings
  • Create new workspace (name and URL)
  • Define password for workspace
  • Configure sign-in options to access Workspaces (default and all) 
  • Select workspace theme, workspace management team, and workspace default team when adding new user(s)
  • Delete and edit workspaces
  • View and Remove team(s) connected to the workspace, 
  • Preview workspace in separate tab
  • Assign management team to workspace(s)
   

• Themes:

  • Can view theme settings 
  • Create new theme (name, owner, platform logo, app icon, colors, font)
  • Edit theme (name, owner, platform logo, app icon, colors, font)
  • Edit step note icons (default and custom)
  • Create theme for workspace(s)
  • Set theme to workspace(s) my team is managing
  • Set theme to any workspace(s)
  • Edit any theme
  • Edit my theme (font, colors, logos, icons for Customized Step Notes)

User Management

• Teams:

  • Can view team settings
  • View any team(s)
  • View my team(s)
  • Archive team
  • Create new team (team name)
  • Edit team (team name)
  • Edit team I am managing
  • Add users to any team(s)
  • Add users to team(s) I am managing
  • Set user role
  • Switch on guide approval for a team (parallel and sequential)
  • Select approvers for a team (parallel or sequential guide approval on)
  • Change order of approvers for any team(s) (sequential guide approval on)
  • Change order of approvers from team(s) I am managing (sequential guide approval on)
  • Remove user from team(s) I am managing
  • Remove user from any team(s)
  • Select who should receive guide related email notifications
  • Set reminder cycle for guide review (guide approval on)
  • Connect team(s) to new workspace
  • Connect team(s) to workspace I manage
  • Remove team(s) from the workspace
  • Remove team(s) from the workspace I manage
   

• Users:

  • Can view user settings
  • View any user(s)
  • View user(s) in my team(s)
  • Deactivate user
  • Delete user
  • Create user (name, password, email)
  • Set user as Platform Admin
  • Edit users in any team(s) (name, email)
  • Edit user in team(s) I am managing (name, email)
  • Add user to team(s)
  • Add user to team(s) I am managing
  • Assign role to user
   

Analytics & Results

• Checklist Results: View and export all results.

• Signoff Results: 
  • Can see and export all signoff results
  • See and export signoff results for guides belonging to my team
  • See and export all signoff results that were submitted on workspace that I manage

• Analytics: View all adoption and usage analytics.

Guides

• Overview: All permissions across all guides, teams, and workspaces.

• Signoff: Full access to signoff creation, management, and application.

• Tags: Create, edit, translate tags, and create badges.

Authentication

• Sign in: Sign in to CMS and Viewer platforms.

Need Help?

If you need help determining your permissions or accessing certain features, contact your team admin or platform administrator.