Roles and permissions matrix
Exactly what each access level, restricted user, guest and GPS admin can see and do.
This page lists exactly who may see and do what in SCAD Maps. Permissions come from four things: the access level of the account (User, User Admin or Admin), two optional restrictions an administrator can put on an account, the custom roles (groups) a person belongs to, and the special case of guests. All of it is enforced on the server, not only in the interface; see Security and privacy. The people and roles setup itself is described in Users, roles and access levels.
The building blocks#
| Concept | What it means |
|---|---|
| User | The normal account for anyone in the field or the control room. |
| User Admin | Manages people and daily operations, but cannot change access levels, delete accounts or touch other people's passwords. |
| Admin | Full control of the instance, including settings that can lock people out or remove data. |
| Custom role (group) | A named group such as Security or Catering that content can be tagged with and visibility can be limited to. A role is a label, not a permission, with one exception: the GPS admin flag below. |
| Restricted | An option on a User account. The person sees only content of their own groups and their own items. |
| Own tasks only | An option on a User account for shared crew tablets. The person sees and edits only the tasks assigned to them. |
| GPS admin | A custom role with the machinery flag, set by an Admin. Its members manage the machinery integration and nothing else. |
| Guest | A visitor who entered through a guest QR code and PIN, with no account. |
Who can do what#
A tick means yes, a dash means no. "Own" means content the person created themselves. Columns are the access level of a normal, unrestricted account.
| Action | User | User Admin | Admin |
|---|---|---|---|
| View the map, notes, areas and tasks they are allowed to see | Yes | Yes | Yes |
| Create notes, areas and tasks | Yes | Yes | Yes |
| Edit or delete a note or area | Own | Own | Any |
| Archive or restore a note | Own | Own | Any |
| Tick off a checklist item on a note or area | Any they can see | Any they can see | Any |
| Change a checklist's items on a note or area | Own | Own | Any |
| Edit a task or incident, change its status, assign it | Own, assigned to them or their group | Any | Any |
| Delete a task or incident | Own | Own | Any |
| Find nearby staff for a task | Own tasks | Any | Any |
| Turn geofencing and capacity on for an area | No | Yes | Yes |
| Chat, send voice notes and search | Yes | Yes | Yes |
| Delete a chat message | Own | Own, and moderate group channels | Own, and moderate group channels |
| Read other people's direct messages | No | No | No |
| Share live location, see teammates | Yes | Yes | Yes |
| Change own name, email, password and settings | Yes | Yes | Yes |
| Read building annotations and see 3D layers | Yes | Yes | Yes |
| Edit building annotations and 3D drawing models | No | Yes | Yes |
| Open the dashboard | No | Yes | Yes |
Dashboard and administration#
| Action | User Admin | Admin |
|---|---|---|
| Create accounts | Plain User accounts only | Any level |
| Edit accounts, restrictions and status | Yes, except access levels | Yes |
| Change an access level | No | Yes |
| Set or reset another person's password | No | Yes |
| Delete an account | No | Yes |
| Create, edit and delete custom roles and assign them | Yes | Yes |
| Set the GPS admin flag on a role | No | Yes |
| Review access requests | Those in scope | All |
| Create, edit and delete QR and invite presets | No | Yes |
| Read the activity log and history of notes and areas | Yes | Yes |
| Restore deleted notes | Yes | Yes |
| Export data | No | Yes |
| Order layers, set opacity, default visibility and saved views | Yes | Yes |
Upload a venue map (.scadmap) | No | Yes |
| Connect or disconnect monday.com and Dropbox, and run a sync | No | Yes |
| Adjust monday.com board mappings, retry failed jobs, place panoramas | Yes | Yes |
| Machinery connection and tracker settings | Yes | Yes |
What each person can see#
- Notes. Normal accounts see every note with a location. A note without a location is personal: only its author and Admins see it. A restricted account sees only notes tagged with one of its own groups and notes it wrote itself.
- Areas. Visible to everyone with a map, unless the area is limited to certain groups. Then only members of those groups, its creator and Admins see it.
- Tasks and incidents. On the map, a task appears when it has a location and its start time has passed. A task assigned to a named person and to no group is private to that person, its creator and administrators. A task assigned to a group is visible to everyone, and so is an unassigned one. Restricted accounts see only tasks they created, are assigned to, or that carry one of their groups. Own-tasks-only accounts see only what is assigned to them, directly or through a group.
- Chat. The instance-wide channel, the channels of the groups you belong to, and your direct messages. Task threads follow the rules of the task.
- Layers. Each site plan can be limited to roles or people. A plan you may not see is not sent at all.
- Machinery. Each tracker can be limited to roles. GPS admins see all of them.
- Panoramas. Each placement can be limited to roles.
Restricted and own-tasks-only accounts#
| Restricted | Own tasks only | |
|---|---|---|
| Notes | Own groups and own notes | Normal |
| Areas | Own groups | Normal |
| Tasks | Own, assigned and own-group items | Only those assigned to them |
| Editing tasks | Anything they can see and are allowed to change | Only those assigned to them |
| Search and live updates | Same limits as the map | Task results and events limited to assigned tasks |
| Best for | Outside contractors and sub-teams | Shared crew tablets |
Both options are set per account by an Admin or User Admin. Changing them disconnects the person's live connection, so the change applies at once. Administrators are never affected by either.
Guests#
| Capability | Guest |
|---|---|
| View the map and site plans | Yes, limited to the layers chosen on the QR code |
| See notes | Only notes marked visible to guests, and their own |
| Add notes | Only if the QR code allows it. A guest's notes are never visible to other guests |
| Areas, tasks and incidents | Not shown, and cannot be created |
| Chat, search and notifications | No |
| Location sharing and seeing other people | No |
| Machinery and panoramas | No |
| Upload files | No |
| Change settings, email or password | No, a guest has no password |
The GPS admin role#
A custom role with the machinery admin flag lets its members administer the machinery integration without any user-management rights: they can edit the connection, name and hide trackers, and choose which roles see each one. They also see every tracker on the map. Only an Admin can set the flag, and a User Admin who sends it has it ignored. A plain User in such a role sees just the machinery part of the dashboard. See Machinery GPS tracking.
Sign-in status#
An account has a status. Only active accounts can sign in and use the API. Pending accounts are self-signup requests waiting for approval and rejected ones were turned down. Approving a request makes it active, and only a plain User account can come out of self-signup. Access requests are described in Invitations, QR codes and access requests.