User Roles Overview

This is important because maintenance work is controlled and traceable. Not every user should be able to see every area, change every record, release work, approve records, or complete signoffs.

Before creating users, it is helpful to understand how access works.

Users

A user is a person who can log in to FlightLogger Maintenance.

A user may be a maintenance planner, technician, stores user, purchaser, compliance user, certifying staff member, account administrator, or another person who needs access to the system.

Users are usually managed from the administration area. Depending on your permissions, you may be able to create users, invite users, update user details, assign roles, review invitations, or manage former members.

Each user should have access that matches their real responsibility in your organization.

Roles

A role is a reusable access profile.

Roles help define what a user can see and do in FlightLogger Maintenance. Instead of configuring every user from scratch, you can assign one or more roles to a user.

For example, your organization may use roles for:

• Account administrators
• Maintenance planners
• Workshop technicians
• Stores or inventory users
• Purchasing users
• Compliance or airworthiness users
• Certifying staff
• Read-only users

The exact roles available may depend on how your account is configured.

Permissions

Permissions are the specific access rights behind a role.

A permission controls whether a user can view, create, edit, approve, release, complete, delete, export, or manage specific types of records or workflows.

For example, permissions may affect whether a user can:

• View aircraft
• Create work orders
• Release work to the workshop
• Work on active work orders
• Manage inventory
• Create purchase orders
• Approve or process invoices
• Manage users
• Configure integrations
• View technical records
• Complete controlled signoffs

A role may contain many permissions. A user’s effective access comes from the roles and permissions assigned to them.

Why menu items may depend on permissions

The navigation in FlightLogger Maintenance is permission-aware.

This means a user may not see every category, page, button, or action described in the Help Center. If a user does not have permission to access an area, the menu item or action may be hidden.

For example, a workshop technician may see active work orders and time entries, but not account settings or integration configuration.

A purchasing user may see suppliers, order requests, purchase orders, and invoices, but not aircraft maintenance status.

An account administrator may see users, roles, account settings, integrations, and setup pages.

If a user cannot see something they expect to see, their role and permissions should be reviewed.

Personnel authorizations

Personnel authorizations are different from roles.

A role controls system access.

A personnel authorization defines what a person is approved to do from a maintenance or compliance perspective.

For example, a user may have permission to open a work order, but that does not automatically mean the user is authorized to perform a controlled signoff, inspection, functional test, or CRS-related action.

Personnel authorizations may define:

• What type of work a person is approved to perform
• Which aircraft models or systems the authorization applies to
• Whether the person can complete inspections
• Whether the person can complete functional tests
• Whether the person can act as certifying staff
• Whether the person can complete CRS-related signoffs
• Effective dates or expiry dates
• Limitations or conditions

This distinction is important for compliance.

Roles vs authorizations

It is useful to think of the difference like this:

A role answers: “What can this user access in the system?”

A personnel authorization answers: “What is this person approved to do in the maintenance organization?”

A user may need both.

For example, a certifying staff member may need system access to view and work on maintenance records. That access comes from roles and permissions.

But the authority to complete certain signoffs or release-related actions should be controlled by personnel authorizations.

Certificates vs authorizations

A personal certificate or qualification is not automatically the same as an authorization inside a specific FlightLogger Maintenance account.

A person may hold a qualification, but your organization still needs to decide what they are authorized to do within your account.

FlightLogger Maintenance separates these concepts so that personal qualifications and account-granted authority can be controlled and reviewed properly.

Common user groups

Your organization may include several user groups.

Account administrators
Manage account setup, users, roles, permissions, integrations, setup mode, and account configuration.

Maintenance planners
Manage aircraft maintenance status, recurring maintenance, defects, work orders, work packages, and planning workflows.

Workshop technicians
Work on released work orders, complete tasks, record time, use tools, raise findings, and support execution records.

Stores or warehouse users
Manage inventory, stock, batches, receiving inspections, locations, reservations, pick lists, stock counts, and adjustments.

Purchasing users
Manage suppliers, order requests, purchase orders, receiving coordination, exchange rates, and invoices.

Compliance or airworthiness users
Manage technical records, airworthiness directives, service bulletins, service letters, compliance status, documentation, and audit readiness.

Certifying staff
Complete controlled signoffs or release-related steps when properly authorized.

Best practices for assigning access

When setting up users, start with the responsibilities each person has in your real operation.

Then assign access based on what they need to do.

Good practice is to:

• Give users only the access they need
• Use roles consistently across the organization
• Avoid giving broad administrator access unless necessary
• Review access when responsibilities change
• Remove or deactivate access when a person leaves
• Review personnel authorizations regularly
• Keep authorization expiry dates up to date
• Use permissions and authorizations together, not interchangeably

When to review users and roles

You should review users, roles, and authorizations when:

• A new team member joins
• A user changes responsibility
• A user leaves the organization
• New modules or workflows are introduced
• A user cannot see a page they need
• A user can access more than they should
• Personnel qualifications or authorizations change
• You are preparing for an audit

Regular reviews help keep the system secure, accurate, and compliant.

Summary

Users, roles, permissions, and personnel authorizations work together, but they are not the same thing.

Users are the people who access the system.

Roles group access rights.

Permissions define what actions are allowed.

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

Understanding this difference helps your organization give users the right access while keeping maintenance work controlled, traceable, and audit-ready.