Roles & access
Who can see and do what in CAFM Cloud.
Access follows your org structure
Every user belongs to a business, and everything they see — jobs, assets, requests — is scoped to that business. Teams working across multiple companies or branches only see what's relevant to them; nothing crosses over by accident.
Roles define what you can do, not just what you can see
CAFM Cloud uses role-based access: an administrator sets up roles (Technician, Supervisor, Admin, or custom roles you define) and decides exactly which actions each role can take — viewing jobs, assigning work, approving and closing jobs, managing users, and so on. A user's menu and the buttons they see reflect exactly what their role allows.
A few examples of how this plays out day to day:
- A technician sees the jobs assigned to them and can accept, start, pause, and complete work — but can't approve or close their own job.
- A supervisor can assign jobs, review completed work, and approve or send it back — giving every job a second set of eyes before it's marked done.
- An administrator manages users, roles, and the reference data (branches, categories, vendors) everyone else relies on.
Because access is role-based rather than hardcoded per person, changing what a job title is allowed to do is a configuration change — not a request to your development team.
Signing in
Access is protected by a standard sign-in — a valid account with the right role is required before anyone can view or act on data. If access is revoked (for example, when someone leaves the team), it takes effect immediately, everywhere they were signed in.