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SwipeGuide Permissions and Roles

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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.

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