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Managing Contractor access roles
Who is this article for?Administrators who want to learn to manage and assign Contractor access roles.
Administrator permissions are required.
Contractor access roles in Lucidity are designed to control and manage user permissions, ensuring data security and appropriate access levels for different team members. These roles typically range from basic viewing rights to full administrative capabilities, allowing organisations to finely tune access based on job responsibilities and project requirements.
1. Contractor access roles
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
|
User role |
Role description |
|---|---|
|
Read Only |
Using Contractor, a user can view contractor details and documents; download attachments and run reports. |
|
Contractor Representative - only submit required documents |
Using Contractor, a contractor representative can view and download documents, upload specified documents only and view all subcontractor details and limited contractor details (scoping required to specific company). |
|
Contractor Representative - submit additional documents |
Using Contractor, a contractor representative can add, view and download documents and view all subcontractor details and limited contractor details (scoping required to specific company). |
|
Manager |
Using Contractor, a user can approve, add, view, edit, delete and download contractor documents; manage contractors, view their employees and run reports (cannot delete). |
|
Administrator |
Administrator role for Contractor. |
Additional roles (for example, to allow contractors to create subcontractors in Lucidity HR, enter documents for employees or complete eLearn training in Lucidity Competency, complete forms in InForm, enter incident details in Lucidity Incident) may also be required, dependent on organisational needs. Details on suggested additional roles can be found in the Access Roles page in the Lucidity Access user guide.
1.1. Read only
End-users may be given read only to Lucidity Contractor in order to allow them to view contractors, their company details and associated documents as well as the ability to run reports.
1.2. Manager
Video: Manager Access
The Contractor manager role may not always be assigned to managers within the business but is more a management of the system role, often given to those who are responsible for managing certain contractor companies. Managers will be able to manage all aspects of contractors and their documents, including reporting, but will be unable to delete them. With correct scoping applied, they will only be able to view specified contractors.
Managers will have permissions to:
- View and edit contractor company details, including company classification.
- View contractor employees, including training records.
- View and approve contractor documents.
The Menu and Tab options relevant for managers are:
- Contractors Menu.
- Documents Menu.
- Contractor Tab.
1.3. Administrator
Administrators will generally have access to all contractors and functionality within the system. In addition to the same functionality as managers, administrators can also:
- Manage all aspects of contractors including archiving and deletion.
- Manage all aspects of contractor employee's.
- Manage all aspects of contractor's documentation, including approval and deletion.
- Manage system settings.
2. Contractor representative
Many Lucidity Software modules can be utilised together to manage the full life cycle of companies, contractors and sub-contractors. Lucidity aims to streamline this process and, where appropriate, contractor representatives (administrators from the external company) can be given access to the system to manage their own documents and subcontractors, lightening the administrative burden for the organisation.
By accessing Lucidity Contractor, contractors can assign a representative who is responsible for uploading and managing their own documents.
There are two different roles which can be assigned to contractor representatives, one allowing them to only submit documents required (as deemed by the organisation) or the other which allows them to submit additional documentation above the standard requirements.
Important: Accounts created for Contractors need to be scoped. This ensures that they can only access their own company records. If unsure, it is best to test the account to ensure that the correct access has been created prior to sending the details to the contractor for them to log in.
3. Retaining system integrity
Only the administrator has the permission to manage master data such as managed lists. It is recommended that the number of administrators per instance of Lucidity Software is kept to a minimum to retain integrity and consistency across the system configuration and to avoid duplication. It is a worthwhile exercise to create a standard set of guidelines that all new master data entered must follow.