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Overview of user types in Assurance
Who is this article for?Administrators who want guidance on the available user types.
Administration access is required.
There are two main Assurance user types, Full, and Lite. A user's access level will differ depending on which user type they are assigned. Public users can also interact with Assurance at no additional cost.
This article explains what each of the user types allows a person to do in Assurance.
1. What user types are available in Assurance?
Full users (users)
Full users, indicated by the person silhouette icon, can interact with all the features and functionalities in Assurance, with the right permissions.
However, they do not have full visibility of all the data on Assurance (unless given access rights). This is the main user type we would recommend using for managers that interact with the system on a daily basis.
To help you tailor access further, there are additional roles that you can configure for them:
- Approver - When included in register workflows, allows the users to approve forms
- Administration Rights - Allows the user to create and edit register templates, and manage Administration settings
- General - Share Reports - Allows the user to share Reports and Dashboards
- Business Unit Manager - Allows the user to manage Users, Roles, Templates, and Launchpads for specific Business Units
Super users (administrators)
Super users, indicated by the star icon, is a Full user with the Super user role. They can interact with all the features and functionalities, access to Administration settings, as well as all data in Assurance (excluding other Full user's reports).
As they have full visibility of all data on Assurance, we recommend assigning this user type to key champions of the system. Having too many Super users can undermine the system’s effectiveness.
Want an administrator to configure Administration settings without access to all data? Consider assigning a Full user with the 'Administration Rights', or 'Admin with Retire Rights' role if you want them to configure the Administration settings without having full access rights to all the data in Assurance.
Lite users
Lite users, indicated by the standing person icon, have limited access to Assurance.
Lite users can be:
- Assigned Checklists to complete and see the results of them.
- Assigned Tasks/Actions to complete and see the results of them.
- Conditionally notified when new a Form in a Register is created.
- Tagged in the Notes section of a Form. When accessing the Note, they can only see the associated message.
- Given access to selected Documents categories.
Lite users cannot be:
- Given access to Registers and Forms.
- Given access to Reports.
- Made the Person Responsible or Approver for Registers and Forms.
This user type can be used for internal users and external parties.
- To create an internal Lite User, follow our guide to creating a new user in Assurance.
- To create an external Lite User, follow our guide to setting up an entity or contact in Assurance.
Public users (free)
Public users do not have an Assurance account but can still interact with the system by submitting forms using a Public Link.
They can be notified when certain events occur, like a form being rejected, updated, or closed.
Public users are available at no additional cost.
2. What is the difference between user types and access rights in Assurance?
In Assurance, user types determine the features and functionalities that users can interact with, such as managing users or updating forms. These capabilities are assigned through specific access rights. Conversely, access rights control the extent to which users can read or update registers, actions, and checklists, etc within their business unit.
While user types focus on functional capabilities, access rights focus on the extent of data or records a user can read or update.
| User types | Access rights | |
| Definition | Determines what users can do in Assurance | Dictates what data or records users can read or update |
| Example |
Full users: can interact with all the features and functionalities |
View: Feedback Register in the Elizabeth Business Unit |
| Lite users: can interact with limited features and functionalities | Complete actions assigned and see the results of them |
3. What features are available for each user type?
Once they have been assigned with the specific access rights, users can interact with the following features and functionalities in Assurance.
| Full users | Lite users | Public users | |
| Register and Forms | View PDF only | Submit only | |
| Actions | Receive only | ||
| Checklists | Receive only | ||
| Resources | View selected Documents only | ||
| Dashboards | |||
| Reports |