Lighthouse – User Roles and Access Permissions

Every Lighthouse user must have an assigned role that dictates their access permissions to Lighthouse Mobile app and/or the Lighthouse Web. You can designate view and/or create access to all areas, and view, create, edit and/or delete access on forms. By default, standard roles with specific permissions are automatically set up. Common role types include admin, manager/supervisor, field employees and customer. You can edit the standard roles based upon your company needs. We recommend considering your own use cases for the system and defining a standard set of roles that address all your user types and requirements.

Common role types

  • Admin – view, create, edit and delete access to all mobile and web modules, including set-up functions (i.e. ability to create locations, users, form templates, etc.) and all reporting
  • Manager / Supervisor – view access to most or all web modules and create/edit access to mobile forms and messages
  • Field Staff -– mobile-only access
  • Customer – web-only access, perhaps restricted to certain reporting modules or receipt of Daily Location Reports; possibly limited mobile access to submit issues or audits

Create a new user role

  1. In Lighthouse Web navigate to Settings by clicking your user name at the top right of the window
  2. Click on the Roles & Permissions tab
  3. Note:  Standard roles are preset. You may edit these roles to meet your needs.

  4. To add a new role, click on the New Role button in the top right
  5. Enter a name in the Role Name field
  6. Click the Platform Access drop down and select either Mobile and Web, Mobile only, Web only or No Access
  7. Tip:  If you are setting up a customer role for email notifications only choose Web only access.

  8. Select View, Create, Edit and/or Delete for each of the Access Permissions
    • Setup - Access to view the Setup tab and associated pages.
    • Reports Dashboard - Access to view the Dashboard under the Reports tab which provides basic analytics.
    • Locations - Selected by default. All end users need view access to locations. Administration roles need Create/Edit access to add new locations. Access to individual locations are assigned at a user level.
    • Signals - Selected by default. All end users need View access to signals. Administration roles need Create/Edit access to add new signals.
    • Schedule Work - Access to view, create and edit scheduled work items.
    • Form Templates - You need View access to create and submit a form. Create access refers to setting up the fields that make up the form.
      • ...and lock Form Templates - Access to lock form templates to prohibit any changes to it without unlocking the template first. If enabled, a user with this permission is able to lock templates to ensure no edits can be made. Once this permission is enabled for your user role, you will have access to lock or unlock templates by clicking the Lock/Unlock button when viewing templates. If a template is locked it displays a Lock icon on the template list page.
    • Tasks/Issues/Audits - View access allows you to see submitted forms, Create gives you access to submit forms, Edit allows you to make changes to forms and Delete access allows you to remove the submitted form.
      • All tasks/issues/audits - View access allows you to see all submitted forms, and Edit access allows you make changes to all forms
      • Only tasks/issues/audits created by this user - View access allows you to see forms created by the user only, and Edit access allows for editing only forms created by (or assigned to) the user
    • Jobs - For future integration capabilities. Leave this field cleared.
    • Events - Access to view the Event report.
    • Maps - Access to view Maps in Lighthouse Web.
    • Heat Maps - For future enhancement to view heat maps in Lighthouse Web. Select View, so when the enhancement is released you will have access to it.
    • Back in Time - Access to look at map history in Lighthouse Web
    • Activity Feed - Access to view recent activity in web and mobile.
    • Messages - View access allows you to see messages in Web and Mobile. Select Create/Edit if you want access to respond to the messages and/or create your own messages.
    • Message Groups - View access allows you to see messages sent within a group message. Create/Edit access allows you to create a new message group (including one to one messages).
    • Roles and Permissions - View access allows you to see the Roles and Permissions window. Create/Edit is usually given to administrative role to add, edit and delete access.
    • Note:  Users must have View access to Roles and Permissions to view their Profile under Settings.

    • Users - View access allows you to see user names on the Users tab and on reports. Create/Edit access allows you to add, edit and delete users.
    • Schedule Work Exceptions - Access to view the Exceptions report and to view them in the mobile app.
    • Shifts - View access allows the user to see the submitted shifts in the report and view started shifts in the mobile activity feed. When the Create option is selected, the user can start and end shifts on their own in mobile. When the Create option is cleared, the user will not be able to start or end a shift (manually or automatically) on mobile. Note: If a user is logged on in mobile, and then the Create permission is cleared, the user will have to force a log off.
    • Exports - Set this to Create/Edit for access to generate and download exports.
    • App Debugging - Access to view Bluetooth beacon signal testing in the mobile app.
    • Daily Location Reports - Access to the Daily Location Reports directly from Lighthouse Web. This option turns on the Location tab in the Reports menu.
    • Share Form PDF - Access to email submitted PDF forms in mobile.

    Tip:  If you are setting up a customer role and you do not want them to have access to certain types of reports (example: issues or exceptions), keep the View check box cleared. These reports are then hidden and notifications will not be sent to them. For additional information on customer reporting use this link.

  9. Click the Save and Confirm buttons

Once you have created your user role and access permissions, you need to add the user and assign them.