Roles & Permissions: What Each Role Can Do
Roles group permissions for different responsibilities. The actions available to a user depend on their assigned permissions, workspace context and the record's state; a role name alone is not a guarantee of every action.
1. Common responsibilities
| Role | Typical responsibility |
|---|---|
| Organisation owner / administrator | Workspace and team administration within the permissions granted. |
| Compliance administrator | Policy governance and compliance work. |
| Finance administrator | Billing and financial administration. |
| Policy author | Creating and editing policy content. |
| Reviewer | Reviewing policies through the approval workflow. |
| Auditor | Reviewing the evidence and records shared through their access. |
| Employee | Assigned policies, acknowledgements and training. |
Platform super-administration is separate from ordinary customer workspace access. Some accounts can have more than one role. Do not assume that roles form a simple ladder in which every higher-sounding role can perform every other role's task.
2. Assign or change a team member's role
Open Team Members. When adding a colleague, use Add Team Member and select from the roles available to you. To change an existing member, open their details and choose Edit, then save the updated role.
Protected roles and organisation-owner accounts cannot be reassigned through every administrator's role controls. Contact your organisation owner or support if you need an ownership change. The Transfer Ownership action on the Policy Ownership page transfers responsibility for a policy, not ownership of the organisation account.
3. If an action is unavailable
First check that you are in the intended workspace and viewing the correct policy or order. Review its current status. Ask an administrator to check the specific permission required for the action rather than granting broader access by default.
4. External auditors
Use Auditor Access for a scoped external-auditor invitation when you have permission. Review the invitation's scope, expiry and available download controls. External invitation access is distinct from assigning a workspace role.
Still need help?
Email our support team at support@policy-suite.com — we typically respond within 24 hours.