Manage Roles

A role is a reusable access profile. Instead of setting up access separately for each user, you can create or assign roles that match the responsibilities in your organization.

Roles are important because FlightLogger Maintenance is used for controlled maintenance workflows. Users may be able to view aircraft data, manage inventory, create work orders, release work, process purchasing records, complete workshop tasks, or manage compliance information depending on their access.

What roles are used for

Roles are used to group access permissions.

A role can help define:

Which areas a user can access
Which records a user can view
Which records a user can create or edit
Which workflow actions a user can perform
Whether a user can manage setup or administration
Whether a user can approve, release, complete, or close records
Whether a user can access integration or account settings

For example, a technician role may allow access to active work orders and time entries, while a purchasing role may allow access to suppliers, order requests, purchase orders, and invoices.

Roles and permissions

A role is the name or profile assigned to a user.

Permissions are the specific access rights inside that role.

This distinction is important

A role called “Planner” does not automatically mean the same thing in every account. What matters is which permissions are included in that role.

For example, a planner role may include permission to:

View aircraft
View defects
Create work orders
Edit work packages
Release work to the workshop
View inventory reservations

Another account might configure a planner role differently.

Always review the permissions behind the role, not only the role name.

Users can have multiple roles

A user may have one role or several roles.

For example:

A small organization may have one person who works with both planning and purchasing.
A supervisor may need both workshop visibility and planning access.
An account administrator may also need operational access for testing or support.
A compliance user may need access to both aircraft records and technical records.

When assigning multiple roles, remember that the user’s total access may increase. Review the combined access carefully.

Common role examples

Your organization may use roles such as:

Account Administrator
Manages account setup, users, roles, permissions, integrations, templates, and other account-level settings.

Maintenance Planner
Manages aircraft maintenance status, recurring maintenance, defects, work orders, work packages, and planning workflows.

Workshop Technician
Works on released work orders, completes tasks, records time, uses tools, raises findings, and supports signoff workflows.

Stores or Inventory User
Manages items, stock, locations, batches, receiving inspections, holds, reservations, pick lists, stock counts, and adjustments.

Purchasing User
Manages suppliers, order requests, purchase orders, invoices, and purchasing-related workflows.

Compliance or Airworthiness User
Works with technical records, airworthiness directives, service bulletins, service letters, compliance documentation, and audit readiness.

Read-Only User
Can view selected information without changing operational records.

These examples are only guidance. Your actual roles should match your organization’s responsibilities and approval structure.

When to manage roles

You should review or update roles when:

Setting up the account for the first time
Adding a new team or user group
Changing responsibilities in your organization
Introducing new workflows
Enabling new modules or features
A user cannot access something they need
A user has more access than they should
Preparing for go-live
Preparing for an audit

Roles should be reviewed regularly to keep access accurate.

How to assign roles to a user

To assign or update a user’s roles:

A role is a reusable access profile. Instead of setting up access separately for each user, you can create or assign roles that match the responsibilities in your organization.

Roles are important because FlightLogger Maintenance is used for controlled maintenance workflows. Users may be able to view aircraft data, manage inventory, create work orders, release work, process purchasing records, complete workshop tasks, or manage compliance information depending on their access.

To assign or update a user’s roles:
Go to Administraion.
Open Roles.
Find the user you want to update.
Open the user’s role assignment action.
Select or remove the relevant roles.
Save the changes.
Confirm that the user has the expected access.

The exact labels may vary depending on your account setup and permissions.

How to review role access

Before assigning a role broadly, review what the role allows.

Ask:

Which categories can users with this role access?
Can they create or edit records?
Can they approve or release workflow steps?
Can they complete or close work?
Can they manage account settings?
Can they manage other users?
Can they access integration settings?
Can they view compliance-sensitive records?
Can they export or report data?

This review helps prevent accidental over-access.

Roles vs personnel authorizations

Roles are not the same as personnel authorizations.

Roles control system access.

Personnel authorizations define what a person is approved to do from a maintenance or compliance perspective.

For example, a user may have a role that allows access to Workshop. But that does not automatically mean the user is authorized to complete an inspection signoff, functional test, certifying staff signoff, or CRS-related action.

For controlled maintenance activity, review both:

The user’s role and permissions
The user’s personnel authorizations

Avoid using admin access as a shortcut

It can be tempting to give a user administrator access when they cannot see a page or perform an action.

Avoid doing this unless the user truly needs administrator responsibility.

Instead, review:

Which page or action is missing
Which role the user has
Which permission is required
Whether the role should be updated
Whether a more specific role is needed+

This helps keep access controlled and avoids giving users unnecessary account-level power.

Best practices

Create roles based on real responsibilities.
Keep role names clear and easy to understand.
Review the permissions behind each role.
Give users only the access they need.
Avoid broad administrator access unless necessary.
Review roles before go-live.
Review roles after organizational changes.
Use personnel authorizations for maintenance authority, not roles alone.
Test role access before assigning it widely.
Document important role decisions if required by your organization.

Summary

Roles help control access in FlightLogger Maintenance.

A role groups permissions so users can access the areas and actions they need. The role name is useful, but the permissions behind the role are what actually matter.

Good role management helps your organization keep maintenance data secure, workflows controlled, and responsibilities clear.