Users and roles

The billing owner manages the subscription, tax details, workspace deletion and ownership transfer. A workspace must always have an active Admin who can manage access.

Admins manage settings, templates, members and operations. Inspectors work on assignments and capture evidence. Viewers have read-only access. An invitation never makes a member the billing owner automatically.

Invite a current work email, use the least-privileged role that fits the job, and remove access promptly when a person no longer needs the workspace.

Assign the least-privileged role that lets a person do their job. Inspectors need to complete assigned work and capture evidence; they rarely need to change templates. Viewers cover auditors, clients and managers who read records but should not alter them.

Administrative access should be deliberate and few. Every additional administrator increases the chance of an unannounced template change affecting inspections already in progress.

Access tends to outlive the engagement that justified it, particularly for contractors and temporary staff. Reviewing membership on a schedule catches this more reliably than depending on offboarding to be remembered at the right moment.

A short quarterly review of who holds which role is usually enough, and is considerably less work than investigating later why a former contractor still has access to inspection records.

A workspace must always have an active administrator who can manage access. Billing ownership is separate from an ordinary invitation and does not transfer automatically when someone is made an administrator.

Before an owner leaves the organisation, transfer ownership explicitly. Deleting an account cancels a subscription solely owned by that account, so a shared workspace requires the transfer to happen first.