Not every task is relevant to the entire team, and not every team member is qualified to complete every task. It's important that your task and account setup reflect these nuances, allowing you to create comprehensive content for your business without compromising task completion.

On Trail, that means utilising specific Roles and allocating the right permissions to each task, and to the content within that task.

By default, Trail includes three system roles:

However, your business likely has its own hierarchy, with each role having specific needs that require customized functionality on our platform. That's where Custom Roles come in.

On the Users & Permissions page, under Roles, you can create specialized roles on Trail that align with the unique roles in your business.

You'll also have the opportunity to be specific about which functionality within Trail each role has access to, including those that grant a user access to particular tasks or functionality within tasks.

By implementing Custom Roles, you're not only creating a platform with hierarchical language familiar to your business for better reporting, but also ensuring that tasks are assigned and completed by the right team members.

Once you've implemented Custom Roles, it's time to specify who is responsible for what. Generally, these updates are made on a task-by-task basis.

By default, all system-role Managers can permanently add or remove items from a checklist. Your Custom Roles might also have this functionality enabled. These updates are made at the site level, allowing you to share basic 'blueprint' tasks across all sites. If an item isn't relevant to a site or if a checklist isn't comprehensive enough, these roles can update it accordingly!

Certain fields within Record Logs are best completed by more senior roles. Data in restricted fields can only be entered or edited by Managers, Admins, or Custom Roles, preventing Team-level users from entering invalid data or, worse, deleting valid data!

Some tasks may not be relevant for every site or every day. Use the Flagging setting in the task Content tab to allow users with permission to flag certain tasks as not applicable at their sites.

Assigning tasks to users increases accountability and reduces noise on Trail. You can assign tasks to a particular role, individual users, or specific sites.

Important: If a task is assigned to users, it will only be seen by the specific roles or users selected in the Users section on the Assign tab in the Complete Tasks view.

What's more, assigning tasks to a particular user or role can aid in reporting. To view tasks by the assigned user or role in Task Reports, use the Roles or Users filters, which can be found via the Add filter button.

One piece of Custom Role functionality stands out among the rest. Enabling "Create/Edit/Delete/Assign extra tasks at sites they're assigned to" on a Custom Role gives users assigned to that role the ability to create and edit entire tasks at their sites, without your assistance as Admin.

Should you wish to share the centrally managed tasks on your Manage Tasks page with a role to edit for their sites as necessary, you can select the permissions below.

It may be important to notify certain roles or team members each time a task is completed at a site they are assigned to. This is managed in the Assign tab, where Task Notification emails can be configured to be sent either every time the task is completed or only when an exception is noted.

Need advice on managing Custom Roles and task permissions? Get in touch with the Support Team through the in-app chat!