Overview
Managing permissions in UpKeep Safety ensures that every team member, contractor, and stakeholder has the right level of access. Below is a full breakdown of each role type, what they can do, and how permissions are managed.
With our latest permission simplification, we have moved role management into a fast side panel and simplified Export and AI Assistant controls to make user management completely friction-free.
Key Capabilities
Side-Panel Role Management — View, edit, or create roles directly in a slide-out panel, with inline name checks as you type and real-time form updates.
Strict Paid-Seat Enforcement — System validation prevents admins from assigning paid roles that exceed your purchased capacity.
UpKeep Safety User Roles
Role | Description |
Global Admin | Licensed user with full access across all EHS modules (Safety Reports, CAPAs, JHAs, QR Access). Can create, edit, approve, archive, and manage workspace permissions, subscription settings, and reporting. |
Location Admin | Licensed user with administrative privileges restricted to a specified location. |
Technician | Licensed user focused on field execution. Can submit Safety Reports, complete assigned task steps linked to CAPAs or JHAs, and serve as designated Approvers. Has limited editing rights tied to ownership or assignment. |
View-Only | Licensed but read-only access. Can view only records they are tagged on or linked to (e.g., Safety Events they reported, CAPAs they own). Cannot edit, comment, or create. Can export any data they have access to view. |
Public (QR) | Unlicensed external user (e.g., visitor or frontline worker). No login required. Can scan QR codes to view safety documents or submit Safety Reports. Receives confirmation but has no ongoing portal access. |
UpKeep Safety Admin with CMMS View-Only Access
UpKeep Safety Admins with CMMS View-Only access can complete core safety workflows:
Create UpKeep Safety checklists.
Create work orders from UpKeep Safety.
View their own Safety checklists and UpKeep Safety-generated work orders inside CMMS.
They cannot: View checklists created by other users, view/manage non-safety work orders, or access broader CMMS data without a paid CMMS license.
Permissions by Module
QR Code Access Points
Action | Admin | Technician | View-Only | Public |
Scan QR to Submit Incident or View Docs | ✅ | ✅ | ✅ | ✅ |
Generate/Manage QR Access Points | ✅ | ❌ | ❌ | ❌ |
Safety Reports & CAPAs
Action | Admin | Technician | View-Only | Public (QR) |
Create Safety Report | ✅ | ✅ | ❌ | ✅ |
Use AI Assist (Writing Assistant) | ✅ (follows create/edit) | ✅ (follows create/edit) | ❌ | ✅ |
View All Records | ✅ | ❌ | ❌ | ❌ |
View Own / Assigned Records | ✅ | ✅ | ✅ | ❌ |
Edit Safety Report / CAPA | ✅ | ✅ (if owner/assigned) | ❌ | ❌ |
Export Data (CSV/PDF) | ✅ (follows view access) | ✅ (follows view access) | ✅ (follows view access) | ❌ |
Mark Complete / Close Report | ✅ | ❌ | ❌ | ❌ |
JHAs (Job Hazard Analysis)
Action | Admin | Owner / Approver | Technician | View-Only | Public |
Create JHA | ✅ | ✅ | ❌ | ❌ | ❌ |
Edit / Revise JHA | ✅ | ✅ (their own only) | ❌ | ❌ | ❌ |
Approve / Reject JHA | ✅ | ✅ (only when assigned) | ❌ | ❌ | ❌ |
View Active JHAs | ✅ | ✅ | ✅ | ✅ (if owner) | ✅ |
Export JHAs (CSV/PDF) | ✅ (follows view access) | ✅ (follows view access) | ✅ (follows view access) | ✅ (follows view access) |
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FAQ
How does the new role side panel work?
Instead of navigating a three-step creation wizard, clicking any role opens a side panel. You can edit permissions, verify role name availability in real-time, and save changes without losing your page state.
Who is allowed to export CSV lists or PDFs of Safety modules?
Under our simplified model, export permissions follow view access. If a role has permission to view a specific module, they are automatically allowed to export its reports—no separate toggles needed.
For details on notification rules across Safety modules, visit the article below:
EHS Notifications – Who Gets Notified and When