Understanding EHS User Roles and Permissions
UpKeep’s EHS (Environmental Health & Safety) module uses role-based access to ensure the right users can report, manage, and resolve safety incidents and CAPAs. Here’s a breakdown of what each role can see and do.
EHS Role Types
Role | Description |
Public | Unlicensed users (visitors, contractors, frontline workers). Can report via QR. |
Technician | Licensed users who report incidents and complete assigned Work Orders. |
Admin | Licensed users with full access to incidents, CAPAs, QR setup, and reporting. |
QR Access Permissions
Action | Public | Technician | Admin |
Scan QR to Submit Incident | ✅ | ✅ | ✅ |
Generate/Manage QR Access Points | ❌ | ❌ | ✅ |
Incident Module Permissions
Action | Public (via QR) | Technician (Own Only) | Admin |
Create Incident | ✅ | ✅ | ✅ |
Use AI Assist | ✅ | ✅ | ✅ |
Attach Media | ✅ | ✅ | ✅ |
Tag Teammates | ❌ | ❌ | ✅ |
View All Incidents | ❌ | ❌ | ✅ |
View Own Incident | ❌ | ✅ | ✅ |
Edit Incident | ❌ | ✅ | ✅ |
Export Incidents | ❌ | ❌ | ✅ |
Mark as Reviewed / Close Incident | ❌ | ❌ | ✅ |
Create CAPA from Incident | ❌ | ❌ | ✅ |
Archive Incidents | ❌ | ✅ | ✅ |
Tag users in comments | ❌ | ✅ | ✅ |
CAPA Module Permissions
Action | Public | Technician (If Assigned) | Admin |
View CAPA Tracker | ❌ | ✅ | ✅ |
View Detail Page | ❌ | ✅ | ✅ |
Create CAPA | ❌ | ❌ | ✅ |
Use AI Assist | ❌ | ❌ | ✅ |
Edit CAPA | ❌ | ❌ | ✅ |
Mark Complete (CAPA) | ❌ | ❌ | ✅ |
Change CAPA Status | ❌ | ❌ | ✅ |
Export CAPAs | ❌ | ❌ | ✅ |
Archive CAPAs | ❌ | ❌ | ✅ |
View Audit Trail | ❌ | ✅ | ✅ |
Tag users in comments | ❌ | ✅ | ✅ |
⚠️ Technicians do not resolve CAPAs directly—they complete Work Orders that are linked to CAPAs.
If you’re unsure which role to assign to a team member or need help adjusting permissions, feel free to contact our support team.