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User roles & permissions
User roles & permissions

A detailed look at who can do what, with Trail

Francesca Moores avatar
Written by Francesca Moores
Updated this week

Default roles

There are 3 default roles on Trail

  • Admins - The people who configure how Trail works

  • Managers - The people who run and monitor Sites

  • Team Users - The people who complete tasks at Sites

The following tables give an overview of what each role can do in each area of the app. 

Use this key to see what they can and can't do and look out for any exceptions.

✅ Yes

🌟 Yes (with exceptions)

❌ No

Tasks

Admin

Manager

Team

View/Complete tasks on their Site(s)

✅

✅

🌟 1

Reopen Locked Completed Tasks on their Site(s)

✅

🌟 2

🌟 3

Manage Checklists on Tasks on their Site(s)

✅

🌟 4

🌟 5

Manage Content Lists on Widgets on their Site(s)

✅

✅

❌

Comment on Tasks

✅

✅

✅

Create/Edit/Delete Tasks

✅

❌

❌

Assign Tasks to Sites

✅

❌

❌

Exceptions

  1. Excluding 'Manager and Admin Only' tasks

  2. Only on Today, not on past days

  3. Up to 10 minutes after the due time of the task

  4. Can mark checklist items as 'Can't Complete,' 'Not Applicable,' or 'Never Applicable.' Can add additional 'One Off,' or 'Repeating,' checklist items

  5. Can mark checklist items as 'Can't Complete,' or 'Not Applicable.'

Sites & Areas

Admin

Manager

Team

View Site(s) they're assigned to

✅

✅

✅

Create/Edit/Delete Site(s) they're assigned to

✅

✅

❌

Change Live/Inactive Status of Site(s) they're assigned to

✅

✅

❌

Change Business Hours of Site(s) they're assigned to

✅

🌟 1

❌

Create/Edit/Delete Areas

✅

❌

❌

Exceptions

  1. Managers can edit time slots and use the closure calendar to close whole days, but they are unable to close time slots

Users

Admin

Manager

Team

View Users at Site(s) they're assigned to

✅

🌟 1

❌

Create/Invite Users to Site(s) they're assigned to

✅

🌟 2

❌

Edit Names for Users at Site(s) they're assigned to

✅

✅

❌

Edit Email Addresses for Users at Site(s) they're assigned to

🌟 3

🌟 4

❌

Edit Passwords for Users at Site(s) they're assigned to

✅

❌

❌

Change the Site a User is assigned to

✅

🌟 5

❌

Delete Users

✅

❌

❌

Exceptions

  1. Only Team User Accounts, not other Managers or Admin users

  2. Only Team User Accounts, not other Managers or Admin users

  3. Only if they contact Trail Support

  4. Only if they contact Trail Support

  5. Only Team User Accounts and only to other Sites they're assigned to

Insights

Admin

Manager

Team

View Activity Feed for Activity on Site(s) they're assigned to

✅

✅

❌

Download Insight Reports for Site(s) they're assigned to

✅

✅

❌

Access Insights Dashboard for All Sites

✅

❌

❌

Receive Daily Digest Report for Site(s) they're assigned to

✅

✅

✅

Organisation Settings

Admin

Manager

Team

Change Organisation Name

✅

❌

❌

Change Organisations Business Hours

✅

❌

❌

Create Custom roles

As a Trail Admin on a Standard Plan, you can also create custom roles in Trail, allowing you to delegate tasks more effectively and ensure the right employees have access to the right information and features within Trail.

You can create custom roles from the Users page by selecting the Roles tab and then hitting the New Role button in the top right-hand corner.

This will open a role editor window, where you can define the Name and Description of your new role (note: both of these fields are mandatory when creating a new role).

Any user assigned to a custom role will automatically be able to view and complete unrestricted tasks at sites they’re assigned to, however you can use the role editor to define additional permissions for these roles.

Once saved, your new role will be available to assign via the Users section in the Assign tab in tasks and you’ll be able to select it as a filter when using Task Reports.

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