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Roles & Permissions
OneSiteKit has two user roles. Each role is scoped to a single organization.
Role overview
| Permission | User | Admin |
|---|---|---|
| Access feature tiles | ✓ | ✓ |
| Sign assets in / out | ✓ | ✓ |
| Submit safety records | ✓ | ✓ |
| Check into meetings | ✓ | ✓ |
| Submit bug reports | ✓ | ✓ |
| View user database | ✗ | ✓ |
| Approve / manage users | ✗ | ✓ |
| Manage devices & enrollment | ✗ | ✓ |
| View Location Services | ✗ | ✓ |
| Edit organization settings | ✗ | ✓ |
| Add / edit assets | ✗ | ✓ |
| Approve returns & handoffs | ✗ | ✓ |
| Manage meetings & safety events | ✗ | ✓ |
| Configure notification subscribers | ✗ | ✓ |
| Grant portal access to users | ✗ | ✓ |
User
The default role for field employees. Users access all feature tiles and can perform day-to-day operations — sign-outs, safety records, meetings, remote lock requests. They cannot view or manage other users.
Admin
Administrators have full operational control. They can manage users, approve registrations, enroll devices, view Location Services history, configure organization settings, manage all asset records, and run safety programs.
Changing a user's role
- Go to Users → find the user
- Open their profile
- Change the Role field
- Save — the change takes effect immediately
WARNING
Downgrading an Admin to User immediately removes their access to the Users, Pending Approvals, Asset Database, and Organization tiles.
Portal-specific permissions
A handful of portals layer additional, finer-grained membership on top of the base User/Admin role — access to the portal itself doesn't automatically mean access to every record inside it. The tables below cover those portals. Org Admins always have every permission listed for a portal, plus the additional settings-management abilities noted under each one.
Meetings
| Permission | Attendee | Contributor | Admin |
|---|---|---|---|
| Check in (Present / Absent / Excused) | ✓ | ✓ | ✓ |
| View roll call and meeting record | ✓ | ✓ | ✓ |
| Join virtual meeting link | ✓ | ✓ | ✓ |
| Fill in fields marked "editable by contributor" | ✗ | ✓ | ✓ |
| View all submitted field values | ✗ | ✓ | ✓ |
| Add/remove contributors & attendees | ✗ | ✓ | ✓ |
| Add/edit/remove manual (no-account) attendees | ✗ | ✓ | ✓ |
| Add or remove a roll-call group on an event | ✗ | ✓ | ✓ |
| Add/edit planned wells (if enabled) | ✗ | ✓ | ✓ |
| Complete a meeting event | ✗ | ✗ | ✓ |
| Edit meeting series settings | ✗ | ✗ | ✓ |
| Add/edit/delete/reorder fields | ✗ | ✗ | ✓ |
| Create/rename/delete reusable roll-call groups | ✗ | ✗ | ✓ |
| Configure AI Summary | ✗ | ✗ | ✓ |
Meeting series settings admins can configure:
- Name, description, and schedule (shift-based / daily / weekly / single-date, including shift and event times)
- Series status (active / inactive)
- Virtual meeting link
- Weather integration toggle and configuration
- Planned Wells toggle
- Pending Actions Review panel toggle
- Summary email on close, and auto-close duration (1–23 hours after scheduled start)
- Icon
- AI Summary enable/frequency/window and custom prompt modifier
- ArcGIS layer links, status groups, and chart cards
Projects
| Permission | Limited Access | Full Access | Admin |
|---|---|---|---|
| View project detail | ✓ | ✓ | ✓ |
| Submit inspection checks | ✓ | ✓ | ✓ |
| Raise / note concerns | ✓ | ✓ | ✓ |
| Upload checklist documents | ✗ | ✓ | ✓ |
| Remove a document you uploaded | ✓ | ✓ | ✓ |
| Remove any project document | ✗ | ✓ | ✓ |
| Update concern status (open/in-progress/resolved) | ✗ | ✗ | ✓ |
| Assign concern actions | ✗ | ✗ | ✓ |
| Add/remove Full or Limited Access members | ✗ | ✗ | ✓ |
| Add/remove inspection points, work orders | ✗ | ✗ | ✓ |
| Link/unlink documents, manage checklist template | ✗ | ✗ | ✓ |
| Edit or delete the project | ✗ | ✗ | ✓ |
| Assign Competency roles | ✗ | ✗ | ✓ |
A user only sees projects they're a Full or Limited Access member of (Admins see every project in the organization). Membership can also be granted to a user from a linked Partner Organization — they get the same permissions as any other member for that one project only.
Onboarding
Onboarding follows the base User/Admin model — there's no separate membership tier. Users manage their own training record; Admins define what's required.
| Permission | User | Admin |
|---|---|---|
| View own onboarding progress and tasks | ✓ | ✓ |
| Upload own certifications/documents | ✓ | ✓ |
| View all users' onboarding progress | ✗ | ✓ |
| Create/edit/reorder onboarding tasks and task groups | ✗ | ✓ |
| Configure specialty-role training requirements | ✗ | ✓ |
Remote Locks
| Permission | User | Admin |
|---|---|---|
| View own access grants and barcodes | ✓ | ✓ |
| Submit a Request Site Access form | ✓ | ✓ |
| Create a new access grant | ✗ | ✓ |
| Revoke or regenerate a grant | ✗ | ✓ |
| View all grants and expiry alerts org-wide | ✗ | ✓ |
FieldMaps Manager
| Permission | User | Admin |
|---|---|---|
| View available ArcGIS license seats | ✓ | ✓ |
| Request a license checkout | ✓ | ✓ |
| View own active checkouts | ✓ | ✓ |
| Approve/deny checkout requests | ✗ | ✓ |
| View all active checkouts org-wide | ✗ | ✓ |
| Configure ArcGIS org connection & sync license types | ✗ | ✓ |