Within Community Development, each user is assigned a role. A role defines what actions a user can take and what data they can access.
This guide provides a quick reference to the seven user roles available within Community Development. Use the sections below to review each role’s access level and primary responsibilities.
Who can use this feature?
System Administrator | Container Administrator
Important Note:
If you do not have Container Administrator permissions in your system, you will not be able to complete the tasks in this guide. Please contact your administrator for assistance.
User Roles Available Within Community Development
Every user role is assigned specific permissions that align with real-world tasks. These permissions help support accountability, reduce errors, and ensure efficient use of the system. There are currently seven core user roles available in the system. The table provides a high-level comparison of user roles. The sections below include detailed descriptions of each role’s purpose and a complete list of permissions.
Role | Primary purpose | Dashboard access | Payments | Admin Tools | Reporting |
|---|---|---|---|---|---|
Staff or Clerk | Daily administrative support | Read-only | Limited (Finance only) | No access | Query only |
Inspector | Conduct inspections | Read-only | Limited (Finance only) | No access | Query only |
Supervisor | Manage teams and workflows | Full access | Limited (Finance only) | No access | Query only |
Inspector / Supervisor | Manage and perform inspections | Full access | Limited (Finance only) | No access | Query only |
Board Member | Advisory and review | Read-only | Limited (Finance only) | No access | Query only |
Contractor | Submit applications | Citizen Portal only | Submit only | No access | No access |
Container Administrator | System administration | Full access | Full access | Full access | Full access |
Staff or Clerk
The Staff or Clerk role supports daily operations with read-only dashboard access and limited permissions for payments and reporting. This role is intended for general administrative staff who assist with intake, communication, and task progression but do not manage workflows.
Staff or Clerk Access and Permissions
Main Dashboard: Read-only access.
My Dashboard: Read-only access.
Asset Management, Modules, and Workflow: User-specific access.
Payments: Can create invoices, refunds, and reverse payments if added to Finance in Admin Tools.
Void Payments: Allowed.
Invoicing System: Read-only.
Admin Tools: No access.
Reporting: Can query and add fields, but cannot save or delete reports.
Canned Responses: Can use existing canned responses, but cannot create new canned responses.
Status Tab: Department-specific access only and cannot override routing.
Hyperlinks to Admin Tools: Not accessible.
Inspector
The Inspector role allows users to access their own records and workflow tools to conduct inspections. This role is intended for users who perform field inspections and record findings, with limited financial and administrative access.
Inspector Access and Permissions
Main Dashboard: Read-only access.
My Dashboard: Access to assigned inspections only.
Asset Management, Modules, and Workflow: User-specific access.
Payments: Can invoice, refund, and reverse payments if added to the Finance department.
Void Payments: Allowed.
Invoicing System: Read-only access.
Admin Tools: No access.
Reporting: Can query and add fields, but cannot save or delete reports.
Canned Responses: Can use existing canned responses, but cannot create new canned responses.
Status Tab: Department-specific access only and cannot override routing.
Hyperlinks to Admin Tools: Not accessible.
Supervisor
The Supervisor role oversees inspections and staff workflows with full dashboard access. This role is intended for departmental leads who manage inspectors and key processes, while financial and administrative tool access remains restricted.
Supervisor Access and Permissions
Main Dashboard: Full access.
My Dashboard: Can view own calendar and team calendars.
Inspections: Can view other users’ inspections and calendars.
Asset Management and Modules: User-specific access.
Workflow: Role-based access, but cannot override routing.
Payments: Can invoice, refund, and reverse payments if added to the Finance department.
Void Payments: Allowed.
Invoicing System: Read-only access.
Admin Tools: No access.
Reporting: Can query and add fields, but cannot build, save, or delete reports.
Canned Responses: Can use existing, but cannot create new canned responses.
Status Tab: Department-specific access only and cannot override routing.
Hyperlinks: Not accessible.
Inspector / Supervisor
The Inspector / Supervisor role combines the responsibilities of both inspection and supervision. This role is intended for users who manage other inspectors while also conducting inspections and completing fieldwork themselves
Inspector / Supervisor Access and Permissions
Main Dashboard: Full access.
My Dashboard: Can view own calendar and team calendars.
Inspections: Full access to own and all inspectors’ records.
Asset Management and Modules: User-specific access.
Workflow: Role-based access, but cannot override routing.
Payments: Can invoice, refund, and reverse payments if added tothe Finance department.
Void Payments: Allowed.
Invoicing System: Read-only access.
Admin Tools: No access.
Reporting: Can query and add fields, but cannot build, save, or delete reports.
Canned Responses: Can use existing, but cannot create new canned responses.
Status Tab: Department-specific access only and cannot override routing.
Hyperlinks: Not accessible.
Board Member
The Board Member role provides read-only access to dashboards and reports related to oversight responsibilities. This role supports transparency and governance for zoning, historic, or planning boards without granting operational control.
Board Member Access and Permissions
Main Dashboard: Full access.
My Dashboard: Can see own calendar and others’ inspections.
Inspections & Calendar: Can view all inspections and calendars.
Modules / Asset Management: User-specific access.
Payments: Full finance access if added to Finance (rare).
Void Payments: Allowed.
Workflow: Limited to department scope.
Invoicing System: Read-only access.
Admin Tools: No access.
Reporting: Can query but cannot add, build, save, or delete reports.
Canned Responses: Can use existing, but cannot create new canned responses.
Status Tab: Department-specific access only and cannot override routing.
Hyperlinks: Not accessible.
Contractor
The Contractor role provides limited, secure access to the Citizen Portal only. This role is intended for external users who submit applications, upload documents, and track application status without access to internal system tools.
Contractor Access and Permissions
Main Dashboard: No access.
My Dashboard: No access.
Modules / Asset Management: Submit applications and documents through the Citizen Portal only.
Payments: Can submit payments on the citizen portal, but cannot issue refunds or reversals.
Void Payments: Not allowed.
Workflow: No access.
Invoicing System: No access.
Admin Tools: No access.
Reporting: No access.
Canned Responses: No access.
Status Tab: No access.
Hyperlinks: No access.
Container Administrator
The Container Administrator role has full access to system configuration, user management, and global settings. This role is intended for administrators responsible for maintaining system structure, security, and overall performance.
Container Administrator Access and Permissions
Main Dashboard: Full access.
My Dashboard: Can view own calendar and other users’ inspections.
Inspections and Calendar: Can view and manage all inspections and calendars.
Modules and Asset Management: Full access to all modules.
Payments: Full permissions to create, refund, and reverse payments.
Void Payments: Allowed.
Workflow: Full control, including routing overrides.
Invoicing System: Full edit and view access.
Admin Tools: Full access to users, types, workflows, and system settings.
Reporting: Full permissions to create, edit, save, and delete reports.
Canned Responses: Full permissions to create, edit, save, and delete canned responses.
Status Tab: Access to all departments and routing overrides is allowed.
Hyperlinks: Full access to all admin hyperlinks and configuration tools.
Change a User’s Role
Note:
Only users with Container Administrator permissions can add users or change user roles.
If you need to change a user’s role, edit an existing user, or add a new user, you can complete these actions through Admin Tools.
To update a role for an existing user, review the article Editing an Existing User for step-by-step instructions.
To assign a role to a new user, review the article Adding a New User to learn how to create the account and select the appropriate role.
These articles explain where to find user settings, how to choose the correct role, and how to save your changes so they take effect immediately.
Knowledge Check
This Knowledge Check includes 5 questions based on this article. Select the arrow next to each question to reveal the answer. You can review the article at any time while completing the Knowledge Check.
Question 1: Does a user’s role determine what they can do and what information they can access in the system?
Answer: Yes. Each user role controls what actions a user can take and what data they can access in the system.
Question 2: What is the main purpose of assigning roles to users in the Community Development system?
Answer: Assigning roles ensures users have the correct access to perform their jobs securely and correctly.
Question 3: Can a Staff or Clerk user access Admin Tools?
Answer: No. Only a Container Administrator can access Admin Tools.
Question 4: What makes the Inspector / Supervisor role different from the Inspector role?
Answer: The Inspector / Supervisor role can manage inspections for all users and perform inspections. The Inspector role can perform inspections but cannot view or manage inspections assigned to other users.
Question 5: Which role has full system access, including Admin Tools, reporting, and workflow overrides?
Answer: Only Container Administrators have full system access.