Overview
Checklists, Schedules, and operational data sit at the centre of daily work in Mobaro, so deciding who can view, change, and remove them is one of your most important access decisions. Most permissions follow the same four verbs — View, Create, Modify, Delete — granted per feature area on a Role. For the complete list of every permission, see the Role permissions reference.
Why this matters: Over-granting is the most common access mistake, and it's hardest to walk back once people rely on it. Starting from View and expanding only when there's a clear need keeps your account secure and your access model easy to audit.
The permission pattern
Across Checklists, Schedules, and data, the same verbs apply:
Permission | What it allows |
View | See and open the item. |
Create | Make new items. |
Modify | Edit existing items. |
Delete | Remove items. High-impact — reserve for trusted admins. |
What permissions apply to
Checklists
Checklist permissions control who can build, maintain, and complete operational work:
View — for the people completing or reviewing Checklists.
Create and Modify — for the people building workflows.
Delete — rare; reserve for admins.
Schedules
Schedule permissions ensure only the right people manage timing, tasks, and availability:
View — for seeing what's due.
Create and Modify — for planners and managers.
Delete — high-impact; use carefully.
Data (Results, Gallery, and reporting)
Controlling access to operational data protects sensitive information, prevents accidental edits or removals, and keeps reporting access matched to responsibilities:
View — for most Users who analyse performance through Results and Dashboards.
Modify and Delete — restrict heavily; grant only when genuinely required.
Critical: Delete on Results removes historical records and undermines reporting integrity. Treat it as one of the highest-impact grants on the account.
Best practices
Assign View access by default
Start by giving Users View access to what they need, and add Modify or Delete only when there's a clear operational reason.
Note: If someone can't find something, first check whether it's an access issue or a Location access issue before expanding permissions. A Role grants the capability, but Location access decides which Locations it applies to — see How access works in Mobaro.
Create Roles for specific job functions
When a job has a distinct shape — say a manager who modifies Checklists but shouldn't touch broader Configuration — build a Role with exactly the permissions required and nothing extra. See How to set up Roles.
Best practice: Name Roles by function, not by person — Checklist Manager, not Bob's permissions.
Review Roles regularly
As teams grow and responsibilities change, Roles drift. Build reviews into your normal governance — quarterly for most accounts, monthly for large or multi-site operations, and after any major change such as a new module rollout, reorganization, or seasonal ramp-up.
Heads up: "Temporary access" is the number-one cause of over-permissioning. If you grant elevated access to solve a short-term problem, set a reminder to roll it back.
Frequently asked questions
Q: Should everyone have Create/Modify access to Checklists and Schedules?
A: Usually not. Most teams work best when the majority of Users have View access while a smaller group maintains the content.
Q: What's the safest default permission set?
A: Start with View access for what Users need day to day, then add Create and Modify only when there's a clear operational need.
Q: Why restrict access to Results or reporting data?
A: Data access can expose sensitive information and affect reporting integrity — especially when Users can modify or delete historical data.