Understanding User Roles and Permissions

Overview

Assessment Manager uses role-based permissions to ensure users have access to the features and information they need while protecting sensitive organisational data.

Each user is assigned a role when they are invited to Assessment Manager. Their role determines what they can view, edit and manage within the platform. This helps organisations maintain appropriate levels of access while ensuring users can effectively perform their responsibilities.

Depending on your organisation's subscription and configuration, users will generally be assigned one of three roles:

• Organisation Administrator

• Facility Administrator

• User

Understanding these roles will help ensure the right people have access to the right information and administrative functions.

Understanding User Roles

Organisation Administrator

Organisation Administrators have the highest level of access within Assessment Manager.

They are responsible for managing the organisation, inviting users, assigning roles, overseeing assessments, monitoring benchmarking results and managing continuous improvement activities across all facilities within the organisation.

This role is generally assigned to senior managers, regional managers or organisational administrators responsible for multiple facilities.

Facility Administrator

Facility Administrators are responsible for managing Assessment Manager at an individual aquatic facility.

They can undertake and manage assessments, monitor benchmarking results, review Secret Swimmer and AFSA assessments, create improvement actions and manage day-to-day continuous improvement activities for their facility.

This role is typically assigned to Facility Managers, Operations Managers or other leaders responsible for managing a specific aquatic facility.

User

Users have access to the features required to participate in assessments and continuous improvement activities.

Depending on the permissions assigned by the Organisation Administrator, Users may complete assessments, upload evidence, review benchmarking information, contribute to improvement plans and view assessment results relevant to their facility.

This role is intended for supervisors, coordinators and other team members who contribute to the assessment and improvement process but do not require administrative access.

Step-by-Step Instructions

Step 1: Understand Your Assigned Role

When you receive your invitation to Assessment Manager, your account will be assigned a user role by your Organisation Administrator.

Your role determines the features and information available to you throughout the platform and may affect what you can view, edit or manage.

Step 2: Review Your Available Features

Once you have logged in, the menus and functionality available to you will reflect your assigned permissions.

Some users may have access to organisation-wide information, while others will only see information relevant to their own aquatic facility.

Step 3: Request Additional Access if Required

If you require access to additional features or responsibilities within Assessment Manager, contact your Organisation Administrator.

Only Organisation Administrators can change user roles and assign additional permissions within the platform.

Step 4: Use Your Access Responsibly

Assessment Manager contains important operational information, assessment results and improvement activities.

Users should only update information that relates to their responsibilities and ensure assessments, evidence and improvement actions remain accurate and up to date.

Tips and Best Practice

Assign users the lowest level of access required for them to perform their role effectively. This helps maintain good governance while reducing the risk of unintended changes to organisational information.

Regularly review user roles to ensure they continue to reflect staff responsibilities. When employees change positions or leave the organisation, user access should be reviewed and updated accordingly.

Organisation Administrators should periodically review user accounts and permissions to ensure only authorised users have access to organisational information.

Frequently Asked Questions

Who assigns user roles?

User roles are assigned by your Organisation Administrator when your account is created or updated.

Can I change my own role?

No. User roles can only be changed by an Organisation Administrator.

Why can't I see some features in Assessment Manager?

The features available to you are determined by your assigned user role and your organisation's subscription. If you believe you require additional access, contact your Organisation Administrator.

Can a user have their role changed later?

Yes. Organisation Administrators can update user roles at any time if a person's responsibilities change.

Will changing a user's role affect their existing assessments or improvement actions?

No. Changing a user's role only affects their permissions moving forward. Existing assessments, comments, evidence and improvement actions remain within Assessment Manager as part of the organisation's records.