When each user type should be used

• Use a Department user when someone should work within a named department and pick up department-linked actions. This user type can't carry out audits. They can only see the audits and actions allocated to them
• Use a Head Office user when you need to offer full control and visibilityover the main account.
• Use an Auditor when someone should carry out only the audits shared with them. This user can carry out audits, complete tasks from the action plan, and allocate tasks to Department Users.
• Use a Maintenance person when someone should manage maintenance issues and maintenance-related tasks. This user will have access to the Maintenace dashboard. The user will be able to see maintenenance related issues raised by QR code. Also can carry out allocated audits, complete tasks from action plans and allocate tasks to other users.

A common mistake

A frequent issue is inviting someone as an Auditor when they should really be a Department user. Auditors are designed for audit access, while department users are better for department-specific action ownership and day-to-day dashboard use.

How to decide before sending the invite

• Ask whether the person mainly completes audits, mainly manages department actions, or needs broader oversight.
• Check whether they need access to one service area only or to multiple areas.
• If you are unsure, use the Support page or contact the team before inviting the user.
• If the person needs department actions rather than audit-only work, Department user is usually the safer choice than Auditor.