Overview
Checklists, Schedules and Results are at the centre of daily work in Mobaro, so deciding who can change them is one of your most important access decisions. This article shows which Role permissions to give for each job around them, and what Roles don't control. For the full list of permissions, see the Role permissions reference.
At a glance |
|
Who can do this | Super Users, or a Role with Roles › Create (for Roles they create) or Roles › Modify |
Where | Administrate › Roles |
Works on | Backend (web). Some Role permissions also apply in the Mobile app. |
Availability | All organizations |
💡 Why this matters: Over-granting is the most common access mistake, and it's hard to walk back once people rely on it. Start from the least access a job needs and add only when there's a clear reason.
What Roles don't control
Roles apply to the whole organization. Checklists › Modify or Schedules › Modify lets someone edit every Checklist or Schedule, not only those for their Locations.
Location membership limits Results and Assignments. A User only sees Results and Assignments at Locations they're a member of, whatever their Role.
Completing Checklists needs no Role. The Mobile app shows scheduled Checklists where the User, or one of their User Groups, is an assignee, at Locations they're a member of.
See How access works in Mobaro for how these combine.
Checklist permissions
People who complete Checklists need no Checklists permission. Assign them on the Schedule and make them members of the Location.
People who build their own Checklists: Checklists › Create. It implies View, Modify and Delete for the Checklists they create.
People who maintain all Checklists: Checklists › View and Checklists › Modify. Modify also ticks Translate.
Translators: Checklists › Translate only.
Deleting any Checklist: Checklists › Delete. Keep it to a few administrators.
To let a team edit only its own Checklists, don't give Checklists › Modify. Use permission folders instead. See Utilizing checklist permission folders.
Schedule permissions
Planners who manage their own Schedules: Schedules › Create. It implies View, Modify and Delete for the Schedules they create.
People who manage every Schedule: Schedules › View and Schedules › Modify.
Deleting any Schedule: Schedules › Delete.
⚠️ Heads-up: A Role can't be limited to certain Locations. Someone with Schedules › Modify can change who's assigned, and when, on every Schedule in the organization, including other teams' opening checks.
Results permissions
Seeing Results: Results › View shows Results at the Locations the User is a member of. It doesn't include Certification Process Results. Each Schedule's Results visible to setting can also show its Results to people without this permission.
Approving or disapproving Results: Results › Validate, plus being a Reviewer on the Schedule or Ad Hoc Slot. For RideOps opening and closing Results, Results › Validate RideOps.
Handling Missing Results: Results › Validate Missing, plus being a Reviewer and a member of the Location. Rescheduling also needs Schedules › Create. See Approving or rescheduling missed Results.
Correcting a submitted Result: Results › Modify lets someone change its answers.
Deleting Results: Results › Delete.
🛑 Critical: Results › Delete removes inspection records that you may need for audits and incident reviews. Treat it as one of the highest-impact permissions in your organization and give it to very few people.
Best practices
Start with the least access a job needs, then add Create, Modify or Delete when there's a clear operational reason.
Before you add a permission because someone can't find something, check their Location membership and assignments first.
Build Roles for job functions, and name them by function, such as Checklist Manager, not Bob's permissions.
Review Roles regularly: quarterly for most organizations, and after a reorganization, a new module or a seasonal ramp-up.
If you grant extra access for a short-term problem, set a reminder to take it back.
Frequently asked questions
A user can't see a scheduled checklist in the app. Do they need a permission?
No. The app shows scheduled Checklists where the User, or one of their User Groups, is an assignee, at Locations they're a member of. Check the Schedule's assignees and the User's Location membership. See How access works in Mobaro.
What permission does someone need to edit a submitted checklist?
Results › Modify. It lets them change the answers of a submitted Result. Approving or disapproving it needs Results › Validate and being a Reviewer instead.
Can I let someone edit only one checklist, or one folder of checklists?
Yes, with permission folders, not a Role. Make them an Editor or Administrator of the folder, and don't give them Checklists › Modify, which covers every Checklist. See Utilizing checklist permission folders.
How do I keep users from seeing the results of certification processes?
Results › View already leaves them out. The Role editor notes that this permission doesn't include Certification Process Results, so giving it doesn't show them.