Roles and permissions

This article explains how BriqSafe roles, location access, and activity-category permissions work. It also covers inviting, updating, and deactivating members.

Before You Get Started

• The Users & Teams page requires the External User Access entitlement. Without it, BriqSafe shows an upgrade prompt instead of the member list.

Understand the roles

Your role controls which organisation and case actions you can perform. The role names Inspector and Engineer are shown as Editor and Member in some organisation lists.

Role	Permissions described in BriqSafe
Owner	Can manage the organisation, including another owner's access. Only an Owner can archive an organisation, and at least one active Owner must always remain.
Admin	Has organisation administration permissions. Admins can assign, close, reopen, and link related cases, but cannot change or deactivate an existing Owner.
Manager	Can manage members and their access, and can assign, close, reopen, and link related cases.
Inspector	Can view the member list but cannot open a member panel to review access details.
Engineer	Can create and edit cases, add follow-up activities, attach files, link assets and systems, and delete cases. Engineers cannot close, reopen, assign, or link related cases.
Viewer	Can read cases but cannot create, edit, or act on them. Viewers cannot open the Users & Teams list.

These role permissions apply on top of feature-plan requirements. For example, access to Users & Teams also requires External User Access.

Understand internal and external access

• An internal user starts with access to all locations and activity categories unless you limit the selections.
• An external user starts with no location access. You must grant at least one location.
• For an internal user, the Location Permissions list restricts access. An empty list means User has permission to All Locations.
• For an external user, the Location Permissions list grants access. An empty list means User has no permission to any Locations.
• Activity categories only narrow access. If no activity categories are selected for an external user, the user can still see every activity type.

An external user can be granted a location only when that location has at least one Structure.

Invite a user

Use the invitation form to add an internal team member or an external partner.

1. Open Users & Teams and select Add team member.
2. For someone outside your organisation, turn on External User.
3. Enter an address in Email addresses and press Enter. To invite several people with the same access, add each address as a separate chip using Enter, a comma, or a semicolon.
4. Select a Role.
5. Under Activity Category Permissions, select Add Activity Category if you want to limit activity categories.
6. Under Location Permissions, select Add Location and choose each location the user may access.
7. Select Invite User.

Owner always means an internal user, so selecting it removes the External User option. Selected activity categories can also make the invitee a default engineer for those categories. If that setup cannot be completed, the invitation is still sent and BriqSafe shows a warning to set the defaults in Organisation Settings.

Change a member's role or access

1. Open Users & Teams and select the member in the Team Members list.
2. In the Update User panel, change External User, Role, Activity Category Permissions, or Location Permissions.
3. Select Update.

• Only an Owner can change a member who already has the Owner role.
• The sole Owner's Role is locked. Assign Owner to another active member before demoting or deactivating the sole Owner.
• An external member must have at least one location. Otherwise, BriqSafe shows Add at least one location. An external user with no locations cannot see anything.
• Changing activity categories moves permissions only. It does not change scheduled work or create a default engineer entry.
• Location, activity-category, and external-user changes reach a signed-in member when their BriqSafe tab regains focus, at most once every half minute. Ask the member to switch away from the tab and back.
• A role change updates role-based menu entries, but some permission changes may not apply until the member's sign-in session renews. Signing out and signing back in applies the change immediately.

Manage pending invitations

To resend an invitation and change its access at the same time:

1. Open Users & Teams and select the member marked Invited.
2. Change the Role, Activity Category Permissions, or Location Permissions in the Update User panel.
3. Select Update and Reinvite.

To withdraw a pending invitation, open its overflow menu, select Revoke invite, and confirm Revoke invite. The invitation is revoked and the pending row is removed.

Deactivate or reactivate a user

1. Open Users & Teams and open the user.
2. Select Deactivate User and confirm the dialog.
3. To restore access later, open the inactive user and select Activate User.

Deactivation immediately prevents the member from logging in but does not delete historical records. It clears the member from default assignees. Existing Visits and Jobs assigned to the member keep that assignee, so open work must be reassigned manually. Reactivation does not restore default assignments.

Check your role and access

Open Organisation Settings and stay on My Organisations to see your role in each organisation. The role column shows your role, while the Current badge identifies the organisation you are using.

The role column does not show your locations or activity categories. If you can open your own row in Users & Teams, the member panel shows Location Permissions and Activity Category Permissions. Inspectors, Engineers, Viewers, and external users who cannot open their own panel must ask a Manager, Admin, or Owner to check these sections.