Access Control

Model Overview

Access within theBOSSapp is managed through a combination of:

• System Administrators, who receive full access via the Organisation Tab.
• Department Group membership, which determines what a user can view, create, update, or administer
• Position based access (e.g. Project Manager, Job Manager)
• Permission groups, which grant access to specific system modules or actions

Permissions are additive. Users may belong to multiple groups and their effective access is the sum of all assigned permissions.

Organisation Tab

Provides full access across theBOSSapp for the selected organisation.

Users with access to the Organisation tab can:

• View and manage all modules and settings within the organisation
• Access financial, operational, HR, safety, and configuration areas
• Perform administrative actions that are not limited to a specific module

This effectively grants organisation-wide access to the system beyond individual permission groups.

Department Groups

Department Groups in theBOSSapp are used to organise users based on their role and responsibilities within the organisation. Available groups include Accounting, Safety, HR, Administration, Procedures, Compliance, and Equipment.

Each group can have a designated group leader who is responsible for approving group-related activities.

Accounting

• Can see the ‘Contract Agreements,’ ‘Invoices’ and ‘Purchases’ pages.
• Can put clients and suppliers on hold
• Can edit invoice dates
• Can delete invoices
• Can add invoices to purchase orders
• Can mark purchase orders as ‘billed’
• Can edit a supplier’s invoice terms
• Can delete Purchases
• Will receive notifications when clients have filled out the form
• Will receive notifications when suppliers have filled out the form
• Can approve client accounts
• Can delete deliverables
• Can mark invoices as complete
• Can update purchase orders
• Can add a Contract Agreement Purchase
• Can add purchase items to any branch
• Will receive invoice cancellation request notifications
• Leader will be required to approve account requests
• Leader will be required to approve budget templates
• Will receive notifications when a comment is added to an invoice
• Will receive notifications when a comment is added to a purchase
• Will receive notifications when a client is put on hold, or a comment is added to a client
• Will receive a notification when an invoice has been requested
• Can add/edit invoice reminders
• Access Journals

Safety

• Will receive a notification when somebody marks a CPIR as ‘Work has stopped’
• Will receive a notification when somebody marks a CPIR as ‘Extreme Risk’
• Can view all CPIRs

HR

• Leader will receive birthday notification
• Is the leader of the ‘Staff competencies’ project
• Will receive a notification when an invited user has signed up
• Will be the manager of all competencies that are not specifically assigned to someone
• Will receive a notification when a new employment detail is added
• Can put and take off employment detail hold
• Can edit and add awards
• Can edit and add penalty rates

Procedures

• Leader will need to approve all custom fields
• Leader will have to approve subject items
• Will have to approve supplier type insurances

Compliance

• Leader will be the leader of the CPIRs project
• Leader will need to approve supplier insurance types
• Can view all CPIRs except for ‘Confidential’

Contractor Management

• Leader will be required to approve supplier insurances
• Leader can view and edit Supplier Types and associated insurances

Equipment

• Leader will need to approve calibrations (unless the equipment has a ‘manager’ associated to it
• Will be the leader of the ‘Equipment’ project
• Will be notified of upcoming calibrations

Administration

• Will get notified when a branch manager changes

Business Development

• Can download branch tenders and all tenders
• Can view all tenders

I.T.

• Can Delete users MFA
• Will get notified when a user has had a licence assigned to them
• Can access & edit the Microsoft licences assigned to a user

Position-Based Access

Positions define a user’s base level of access in theBOSSapp.

Each user is assigned a position through their employment details and that position determines which areas of the system they can see by default.

The available access levels are Basic, Junior, and Senior.

Basic

Provides access to a user’s own work and profile.

Users with Basic access can:

• Access jobs where they are the Job Manager
• Access projects where they are the Project Manager
• View and manage their own profile
• Enter timesheets
• Request leave

Junior

Provides broader visibility across operational data.

Includes all Basic access, plus:

• View all projects
• View jobs that are not marked as confidential
• View the Supplier Register
• View the CPIR Register

Senior

Provides access to commercial and client-facing areas.

Includes all Junior access, plus:

• Access the Client List, including adding new clients
• Manage Deliverable Pricing
• Access Purchases
• Access Invoices
• Access Tenders

Permission Groups

Permission groups are used to bundle specific access rights (like view, edit, create, delete) and assign them to multiple users or positions at once.

Each permission that provides granular access allows one or more of the following actions:

• View – see records and data
• Create – add new records
• Update – edit existing records
• Delete – remove records

AI Integration

Access to AI-powered features and assistant configuration.

• Update Assistants

Billable Item Units

Units of measure used by billable items (e.g. hours, tests).

• View
• Create
• Update
• Delete

Billable Items

Chargeable items used when raising invoices.

• View
• Create
• Update
• Delete

Branches

Branch records and organisational structure.

• View
• Create
• Update
• Delete

Budgets

Project and organisational budget data.

• View Budgets
• Update Budgets

Weekly Forecast

Weekly forecasting for staff and projects.

• View Weekly Forecast
• Update Weekly Forecast

Purchases

Purchase records raised against branches.

• View Purchases
• Add to All Branches

Purchases Branches

Controls which branches purchases can be added to.

• Add to Branch

Branch Dashboard

Branch-level operational and financial reporting.

• View Branch Dashboard

Calibration Units

Definitions used for calibration and testing.

• View
• Create
• Update
• Delete

Chart of Accounts

Financial accounts used for coding and reporting.

• View
• Create
• Update
• Delete

Controlled Documents

Version-controlled documents and registers.

• Add Version
• View Download Log
• Delete
• Create and Version

CPIR Categories

Categories used to classify CPIR records.

• View
• Create
• Update
• Delete

CPIR Permissions

Visibility of high risk CPIRs.

• View High Risk
• View Extreme Risk

CPIR Types

CRUD access for CPIR types.

• View
• Create
• Update
• Delete

Custom Jobs

CRUD access for Custom job templates.

• View
• Create
• Update
• Delete

Email Templates

CRUD access for email templates used by system workflows.

• View
• Create
• Update
• Delete

Equipment

Individual equipment records.

• View
• Create
• Update

Equipment Type Groups

Groupings used to organise equipment types.

• View
• Create
• Update
• Delete

Equipment Types

Definitions for different equipment types.

• View
• Create
• Update
• Delete

Expected Test Times

Expected durations for tests and activities.

• View
• Create

Inbound Accounts Payable

Supplier invoices and AP items received into the system.

• View
• Create
• Reject

Invoices

Client invoices raised from jobs and deliverables.

• View
• Create

Jobs

Operational jobs linked to projects.

• View All
• Delete

Journals

Manual financial journal entries.

• View
• Create
• Update
• Delete

Knowledge Base Subject Items

Individual articles and content entries.

• Create
• Update
• Delete

Knowledge Base Subjects

Top-level subject areas in the knowledge base.

• Create
• Update
• Delete

Knowledge Base Topics

Topics within subjects and their ordering.

• Create
• Update
• Delete
• Update Positions

Licences / Registrations / Qualifications

Staff and organisational compliance records.

• View
• Create
• Update
• Delete

Management Dashboard

High-level management reporting dashboards.

• View Overall Dashboard

Permission Groups

Setup and maintenance of permission groups themselves.

• View
• Create
• Update
• Delete

Projects

Project records and key project controls.

• Edit Number
• View All
• Delete
• View Overview
• AR Allowances

Required Project Information

Rules for mandatory project fields.

• View
• Create
• Update
• Delete

Safety Initiatives

Safety initiatives and related tracking.

• View
• Create
• Delete

Skill Categories

Skill definitions used for staff profiles.

• View
• Create
• Update
• Delete

Supplier Types

Supplier classifications used in purchasing.

• View
• Create
• Update
• Delete

Templates

System templates used for forms and workflows.

• View
• Create
• Update

Test Request Worksheets

Templates for test request worksheets.

• View
• Create
• Update
• Delete

Timesheets

Staff timesheets used for time tracking and payroll.

• View
• Pay

User Credit Cards

Staff credit card records used for expense tracking.

• View
• Create
• Update
• Delete