Assigning Roles and Permissions in the Guard

The Roles & Permissions settings in the Admin module of the Guard allow administrators to control what each Team Member can see and do within the platform. Permissions are governed by a combination of the Role, Location(s), and Module(s) assigned to the Team Member.

Please note: Roles previously designated as Officers are now listed as Org Administrators. More specific role titles can be selected from the Title dropdown.

TABLE OF CONTENTS

• Title Dropdown
• Locations
• Modules

Title Dropdown

Offers the ability to assign a Team Member a title that reflects their responsibilities. The main categories include IT, Clinical, HR, Compliance, Executive, Finance, Safety, Practice, and Other, each containing specific titles relevant to that category. 

Roles

Roles define the scope of a Team Member’s capabilities. Select one of the following:

• Contributor

  • Can create and edit content only within their assigned locations and modules.

  • May view assets and content in their permitted modules only if the asset’s location designation matches their assigned location permissions.

  • May edit only the assets and objects they own (as the assigned owner) or those they personally created.

• Location Admin

  • Has complete view access to anything in their permitted modules, regardless of asset ownership.

  • May edit only the assets and objects with location designations matching their assigned location permissions.

• Org Administrator

  • Has full access to all locations, modules, and settings across the organization.

  • Can manage users, locations, and all other areas,

To assign a role:

1. Click the Select button under the desired role.

2. The selected role will be highlighted and marked as chosen.

Locations

Locations restrict or allow a Team Members access to specific physical or organizational sites.

• All Locations

  • Grants permissions for all current and future locations.

• Specific Locations

  • Select individual locations by checking the box next to their name.

  • Team Member will only have access to content and modules for the selected locations.

Modules

Modules determine which areas a Team Member can access. Permissions can be toggled Enabled or Disabled individually.

Compliance Modules:

• Employees – Manage employee records.

• Policies – View, create, and edit policies.

• Learning – Assign and manage trainings.

• Exclusion Monitoring – Manage and review exclusion monitoring results.

• Asset Tracking – Manage organizational assets.

Risk & Assessment Modules:

• Playbooks – Manage and execute playbooks.

• Programs – Create and manage programs.

• Standard Reports – Access and generate standard reporting.

Incident Management:

• Incidents – Log and manage incident reports.

3rd Party Risk Modules:

• Vendor Management – Manage vendor records.

• Applications – Log and manage applications

To enable or disable a module:

1. Toggle the switch next to the module name.

2. Use Enable All or Disable All to update the entire category at once.

These features allow organizations to assign the minimum necessary permissions for each Team Member. Location Admin can be used for location-specific managers and Contributor for staff needing limited editing rights. These settings can be reviewed and modified as needed.

Once you’ve selected the role, locations, and modules, selections can be saved by selecting +Invite New Team Member to apply the roles and permissions and send a registration email or by selecting save for an existing Team Member whose permissions and access are being updated.