Custom Roles within Compliance define what actions users can perform and which areas of the platform they can access. This functionality is primarily reserved for system administrators, allowing them to tailor user access to fit organizational needs.
This article walks you through how to access and manage roles, including the creation of custom roles with specific permissions.
Accessing The Roles Section
To begin managing user roles:
Click the Administration module, located on the left-hand navigation bar.
Select Roles within the administration menu.
Here, you’ll see a list of both standard and any previously created custom roles.
The system includes three built-in roles, which serve as templates for typical access levels:
Admin
This is the default administrator role. It cannot be modified and includes full access to all system features.
Security Manager
This role offers restricted access, primarily controlled by CAGE codes (Commercial and Government Entity codes). It’s designed for users who need visibility into specific areas.
Employee
This role is scoped for individual users, providing access only to their own NISPOM-related activities (National Industrial Security Program Operating Manual).
Creating Custom Roles
To create a new role, click the Add a New Role button in the top-right corner.
Enter a name and description for the role. The default scope is set to “All Company Records” but this can be customized.
In the roles editor, you can click the View and Manage buttons for most items. Click View to allow users to see those records. If you'd like to give them edit access, you must also enable Manage.
People and Workflow permissions have additional settings after they're enabled. This is covered in the sections below.
People Permissions
This section determines what a role can do with user data, mainly within the People module.
The People section controls the user's view and manage access. The PII section controls whether the user can view Basic or Detailed PII data.
Additionally, click the Add Permission button to enable Accesses, Eligibilities, and Polygraphs controls.
Scopes
After enabling permissions for People, Accesses, Eligibilities, and Polygraphs, you can further control the scope of those permissions.
That is, rather than simply giving users access to all of those records, you can limit it down to a certain category. This ensures that users can only view/manage records that are relevant to them:
After enabling view or manage access, click the Scope button on the right-hand side.
You will see scope controls for view/manage, depending on what you've enabled.
Click the dropdown box under view or manage and choose between these four options:
Own – Only their own data.
Contract – Data within their assigned contracts.
Facility – Data within their facilities.
Company – All company-wide records.
The scopes for View and Manage permissions do not need to match. However, the Manage scope cannot exceed the level of access granted in the View scope.
For example, if the View scope is set to Facility, you cannot set the Manage scope to Company, as it would exceed the allowed access level. The system will prevent you from selecting a higher Manage scope than the corresponding View scope.
Workflow Permissions
This area controls what users can do within the Workflows and Tickets modules. Like the other sections of the Roles Builder, you can control View and Manage permissions.
Workflows
The Workflows section has an additional Custom option that grants selective access to specific workflows in your account. This is particularly useful for organizations with workflows tied to specialized roles or job functions—ensuring that only relevant personnel have access to those processes.
When assigning permissions, it's best to follow the principle of least privilege. Providing users only with the access they need helps reduce confusion and maintain a more secure, organized system.
To enable custom permissions:
In the Workflows section, enable View/Mange permissions.
Click Custom
Choose any amount of Workflows from the dropdown list.
Tickets
This section controls the view/manage access for tickets created for your workflows. After enabling access, you can control their scopes, similarly to the People permissions.
Scopes is covered in detail in THIS section above.
Module Permissions
Module permissions give access to other platform functionalities. These permissions are binary: View or Manage (no scope options).
Click the Add Permission button at the bottom to expand the full list. These include:
Digital Form Assignment
Digital Form Management
Attached Digital Forms
Import Wizard
API Access
Training Hub
Reportable Information
Visit Requests
Contracts
File Sharing
Asset Control
Containers
Foreign Travel (*Note: This has an additional option to enable access to travel-related forms)
Badge Control
Controls Navigator
There are so many options for custom roles. Some are listed below:
Contracts Manager
Badge Manager
Assets & Container Manager
HR Manager
Incident Reporting / Insider Threat
Travel and Visit Personnel
Questions? Feel free to reach out to your Customer Success Manager at Compliance or send us a chat located in the bottom right hand corner.