Understanding Permissions and Roles

Overview (What & Why)

Purpose: This article explains OpsAssist’s role-based access control system and how permissions determine what each user can see or do within the platform.
Audience: Designed for all registered users — from admins to field staff — who need to understand their access level and capabilities.
Outcome: After reading, you’ll understand your assigned role, how permissions affect your access to features and data, and how to request additional permissions when needed.

Prerequisites

Before you begin:

You must have a registered OpsAssist account.
You must be logged in to the platform.

Step-by-Step Instructions

Understanding Your Access Level

Click your user initials in the top-right corner of the screen.
Select Profile from the dropdown menu.
Review your assigned platform role (User or Platform Admin).
From the Dashboard, navigate to Apps.
Review the apps listed — these reflect your current access.
Open an app and observe available actions such as Create, Edit, or Delete.
The visibility of buttons and options indicates your permission level.
Try accessing Settings — only Platform Admins can view and edit global settings.

Identifying Role-Based Feature Visibility

Open any app from your Apps dashboard.
Check visible actions (e.g., New, Edit, Delete) — hidden or greyed-out options indicate restricted permissions.
Navigate between sections — missing menu items usually mean limited access.
Review automation or workflow settings (if visible).
Examine record lists — if some data is hidden, record-level permissions may apply.

Requesting Additional Permissions

Identify which feature, app, or action you need but cannot access.
Document the reason for your request and how it relates to your role.
Contact your Platform Administrator or team lead to request access.
Include:
- The specific app or feature needed
- The actions required (e.g., view, create, edit, export)
- A clear business justification
Wait for admin approval, then log out and back in to apply updates.
Return to the restricted area to confirm your new permissions.

What Are Roles and Permissions?

OpsAssist manages access through a role-based access control system to ensure security, clarity, and proper responsibility distribution.

Roles

Platform Admin: Full access to all features, including user management, system settings, app creation, and organization-wide configuration.
User: Standard access to specific apps and actions based on assigned permissions for daily operational work.

Permissions

Platform-level permissions: Control access to global settings, user management, and app creation.
App-level permissions: Govern which apps users can open and their allowed actions.
Feature-level permissions: Manage granular controls like editing, deleting, exporting, or managing automations.
Record-level permissions: Restrict access to specific data based on ownership or hierarchy.

Examples / Use Cases

Field Technician:
Has User-level access to the Forms app — can create and submit forms but not delete or modify templates. Requests edit permissions when needed.

Facility Manager:
User-level role with elevated permissions — can create, edit, and delete in Blueprint and view audits, but cannot manage users or system settings.

Operations Director:
Platform Admin — manages all apps, permissions, and automations, and approves permission requests for the organization.

Quality Inspector:
Limited to the Audit app — can conduct audits and log findings but must request export permissions to generate reports.

Tips & Best Practices

Review your current permissions before requesting new ones — you may already have access elsewhere.
Always provide a clear business reason when requesting access changes.
Regularly confirm your permissions after role changes or promotions.
Report any missing features promptly — they may result from configuration updates.
Remember: permission restrictions protect data integrity and organizational security.
Keep a record of which permissions are standard for your role to simplify onboarding.

Troubleshooting

Issue: I can’t see an app my colleague can.
Solution: Contact your admin — the app may not be assigned to your role.

Issue: Buttons or features disappeared.
Solution: Permissions may have changed — log out and back in, or contact your admin.

Issue: Error when performing an action.
Solution: You may lack permission for that action — review your access and request changes.

Issue: Not sure which role I have.
Solution: Go to your Profile — your platform role appears there.

Support & Contact

Still need help? Reach out through the Intercom chat and we’ll respond as soon as we can.