Template Access Control & Permissions

Overview of Access Control

Template Access Control enables organization administrators to restrict who can view, conduct inspections with, edit, or manage specific templates. Access can be managed centrally for individual users, functional user groups, or entire geographic sites.

Public vs. Restricted (Private) Access

Every template operates under one of two primary visibility modes:

• Public Access: When a template is Public, it is visible to everyone in your organization. All team members can see the template in their library and initiate inspections.
• Restricted (Private) Access: When a template is made Private, it is hidden from the general template list. It becomes strictly accessible ONLY to the template owner (creator) and specifically granted entities (authorized users, groups, or sites).

How to Toggle Public / Private Status

1. Navigate to Templates.
2. Click the Options menu (three dots) next to a template and select Access & Permissions (or click the Access Control tab inside the Template Builder).
3. At the top of the Access Control window, locate the visibility card:
   • Click Make Private: Converts the template to Restricted mode. Only the owner and explicitly permitted entities can access it.
   • Click Make Public: Converts the template to Public mode, immediately making it visible to all users across the organization.

Granting Entity-Based Access

When a template is set to Private, access levels can be granted to three distinct entity types:

1. Individual Users: Search and assign permissions directly to specific employees by name or email.
2. User Groups: Grant access to functional departments (e.g., "Safety Managers", "Maintenance Technicians"). When employees join or leave a group, their template permissions update automatically.
3. Sites & Facilities: Grant access based on physical operating sites.

Site Access & Site Hierarchy (All Users of a Site)

Granting access to a Site simplifies permission management across physical locations:

• All Users of a Site: Selecting a site automatically grants template access to all users assigned to that site.
• Selected Location Only (Exact Scope): Access is granted exclusively to all users assigned directly to the selected site.
• Include All Levels Below (Cascading Scope): Access is granted to all users assigned to the parent site PLUS all users assigned to any child/sub-sites underneath it in the site hierarchy.

Granular Permission Settings

Access rules support granular permission checkboxes:

• Can View: Allows viewing template details and structure.
• Can Conduct: Allows starting and completing inspections using the template.
• Can Edit: Allows modifying template structure and questions in the Template Builder.
• Can Delete: Allows deleting the template.

Scheduled & Temporary Access Controls

• Effective Date (Scheduled Start): Schedule access to automatically activate at a future date and time (e.g., starting next month).
• Expiration Date: Set temporary access that automatically revokes on a specified expiration date (ideal for external contractors or temporary projects).
• Context Notes: Add internal administrative notes documenting the reason or context for granting access.

❓ Frequently Asked Questions

Does an inspector need "Can Edit" permission to use a template?

No. Inspectors only need the Can Conduct permission to launch and submit inspections. The "Can Edit" permission grants administrative rights to modify the template's layout, questions, and logic rules in the Template Builder.

What happens when a user's temporary access expires mid-inspection?

If the scheduled expiration date passes while an inspection is active, the inspector is permitted to complete and submit that specific ongoing inspection report. However, they will be blocked from starting any new inspection forms using that template.