Roles and Permission Levels
Overview
Roles control what each worker can see and do in SALUS. You can create as many roles as you need, name them to match your company, and assign one to every worker.
Every role is tied to one of four Permission Levels. The Permission Level sets the actual access. The role name is a label you choose on top of it. This lets you build role names that fit your team while keeping access consistent and predictable.
Use roles when you set up your company, add a new type of worker, or need to control who can manage sites, workers, and company settings.
Permission Levels
Every role you create must be assigned one of these four Permission Levels. The level decides how much a worker can see and manage.
Full Access
- Full visibility into all sites and workers in your company.
- Customization and day to day administration of the platform.
Site Access
- Full visibility into only the sites the profile has been added to.
- Site management, including workers and subcontractors when applicable.
Own Access
- Access to the worker's own profile only.
- Visibility into forms signed or submitted by their own profile, and no one else's.
Limited Access
- No access to company functionalities.
Access for Key Admin Functions
This table shows which Permission Level can perform each key admin function.
| Module or Function | Full Access | Site Access | Own Access | Limited Access |
|---|---|---|---|---|
| Invite or Create Workers | Yes | Yes | No | No |
| Edit Worker Permissions | Yes | No | No | No |
| Invite New Subcontractors | Yes | Yes | No | No |
| Add Subcontractor to Site | Yes | Yes | No | No |
| Add Subcontractor Workers | Yes | Yes | No | No |
| Create and Edit Form Templates | Yes, with Admin toggle | No | No | No |
| View Worker Certificates | Yes | Yes | No | No |
| Approve Certificates | Yes | No | No | No |
| Create or Edit QR Codes | Yes | No | No | No |
| Create or Edit Orientations | Yes | No | No | No |
| View Orientation Records | Yes | Yes | No | No |
| View Company Documents | Yes | User-level control | User-level control | User-level control |
| Edit or Add Company Documents | Yes | User-level control | User-level control | User-level control |
Note: Creating and editing form templates requires Full Access plus the Admin toggle on the worker's profile. Full Access alone does not enable it. "User-level control" means the setting is managed per worker, not by the Permission Level.
How to Create a Role
Create a role, choose its Permission Level, and it becomes available to assign to workers.
- Open the Roles page from Company Settings.
- Click Create Role in the top right of the Roles page.
- Enter a Role Name. This field is required.
- Select a Permission Level from the dropdown. This field is required.
- Set Shared Forms if you want to control which forms this role can access. This field is optional and defaults to None.
- Enter a Description if you want to note what the role is for. This field is optional.
- Click Create Role to save.
Tip: Click the info icon next to the Permission Level dropdown to see a short description of each level before you choose.
Note: The Create Role button stays inactive until both required fields, Role Name and Permission Level, are filled in.
Create Role Fields
The Create Role screen has two required fields and two optional fields.
Role Name (required)
The name that identifies this role in the roles list and in the role dropdown when you assign it to a worker.
Use it when: you want a label that matches how your team describes the role, for example Site Supervisor or Office Admin.
Permission Level (required)
Sets what the role can see and do. Choose Full Access, Site Access, Own Access, or Limited Access. This is the setting that controls actual access, not the role name.
Use it when: every role, always. Match the level to how much visibility and control the worker needs.
Shared Forms (optional)
Lists all forms in your company and controls which forms this role can access. You can select all forms, a single form, or a specific bundle. It defaults to None.
Use it when: you want to limit a role to a defined set of forms rather than the default.
Description (optional)
A short note explaining what the role is for. It helps other admins understand the role later.
Use it when: you manage many roles and want to record why each one exists.
Default Role
When you add a profile to the system manually, you select a role from a dropdown. When a profile is created another way, the system needs to know which role to assign. The Default Role is the role assigned automatically in those cases.
The Default Role is applied when a profile is created through any of these workflows:
- A worker scans a QR code.
- A worker enters a company code.
- A profile is created through SSO (single sign-on) integration.
How to Set a Default Role
Note: The exact control names below are based on the standard flow and were not confirmed on screen during review. Confirm the labels in your account before publishing.
- Open the Roles page from Company Settings.
- Locate the role you want to use as the default.
- Set that role as the Default Role for your company.
- Confirm the change is saved.
What Happens Next
After you click Create Role, the new role is saved and appears in the roles list. It is now available in the role dropdown, so you can assign it when you add or edit a worker.
After you set a Default Role, any profile created by QR code, company code, or SSO is assigned that role automatically. Profiles you add manually are not affected, since you still choose their role from the dropdown.
Frequently Asked Questions
I do not see the Create Role button. Why?
Creating and editing roles requires Full Access. If the button is missing, your Permission Level does not allow it. Ask a Full Access admin to update your access or create the role for you.
What is the difference between a role and a Permission Level?
A Permission Level is one of four fixed access tiers built into SALUS. A role is a named label you create and attach to one of those levels. You can have many roles that share the same Permission Level.
How many roles can I create?
You can create as many roles as you need. Each one must be assigned a Permission Level.
Do I have to set Shared Forms?
No. Shared Forms is optional and defaults to None. Set it only when you want to control which forms the role can access, by choosing all forms, a single form, or a bundle.
Which level lets someone create form templates?
Only Full Access, and only when the Admin toggle is also enabled on that worker's profile. Full Access on its own does not allow it.
What happens when I set or change the Default Role?
New profiles created by QR code, company code, or SSO are assigned the current Default Role. Changing it affects new profiles going forward. It does not change roles already assigned to existing profiles.
Can I change a role's Permission Level after I create it?
This was not confirmed during review. Confirm the current edit behavior in your account. If editing is available, changing a role's Permission Level updates access for every worker assigned to that role.