Determine Roles and Permissions

The Roles and Permissions section in MaxPilot allows administrators to define what each user can access and manage within the system. It helps maintain data privacy, restricts unauthorized actions, and ensures each user performs tasks relevant to their responsibility.

Below is a breakdown of all available roles and what each one can do in the system.

👑 Admin

Role Purpose:
Admins have the highest level of control. They can view, create, edit, and delete almost all records within the system.

Permissions Include:

Viewing and managing staff, clients, teams, areas, and facilities.

Creating and updating invoices, forms, staff worklogs, tickets, and reports.

Accessing advanced modules like settings, integrations, Xero sync, and geolocation/competency reports.

Managing roles, form statuses, and system-level configurations.

Archiving clients or forms and managing the Admin Dashboard.

In short, Admins control everything from assigning tickets and generating invoices to managing user access and system permissions.

🧍‍♀️ Carer

Role Purpose:
Carers are the front-line staff members responsible for attending to clients or participants. Their permissions are limited to their own activities and assigned forms.

Permissions Include:

Viewing personal schedules and assigned shifts.

Responding to and submitting forms.

Creating tickets to report issues or incidents.

Viewing related incidents, forms, and scheduled tasks.

Editing only their own profile and password information.

Carers can only see information related to their assigned shifts and participants, keeping their access streamlined.

🧩 Coordinator

Role Purpose:
Coordinators act as middle management, overseeing shift assignments and communication between carers, HR, and admin.

Permissions Include:

Viewing schedules, assigned tickets, and invoices.

Creating and updating invoices.

Archiving clients as required.

Editing personal information and password settings.

Coordinators bridge administrative and operational levels—ensuring invoices, shifts, and reports are properly managed.

💼 HR

Role Purpose:
The HR role manages the workforce aspects of the system—particularly related to scheduling, tickets, and client invoicing.

Permissions Include:

Viewing schedules and assigned tickets.

Creating and updating invoices.

Editing personal information and profile details.

Changing passwords and profile pictures.

Archiving clients when necessary.

Essentially, HR handles staff scheduling, ticket follow-ups, and financial coordination within their team scope.

🏢 Office Support

Role Purpose:
This role is designed for internal administrative staff who handle general support and documentation.

Permissions Include:

Viewing schedules, assigned tickets, and forms.

Editing personal information, profile pictures, and passwords.

Creating and updating invoices.

Archiving clients and managing records tied to daily operations.

They ensure that staff records and documents are maintained accurately in the system.

⚙️ Ops (Operations)

Role Purpose:
The Ops role supports backend operations such as scheduling and invoicing while having permissions similar to Coordinators.

Permissions Include:

Viewing and responding to forms.

Editing personal information.

Creating and updating invoices.

Archiving clients.

Managing tickets and assigned schedules.

Ops users ensure smooth workflow execution, handling operational tasks that connect HR, staff, and coordination activities.

💻 Kiosk

Role Purpose:
Kiosk users are designed for minimal system interaction, mainly for viewing and performing basic actions.

Permissions Include:

Viewing schedules, assigned tickets, and personal info.

Editing personal details and passwords.

Creating and updating invoices when necessary.

Archiving clients.

The kiosk role fits shared terminals or limited-access workstations where only essential interactions are needed.

By assigning the right roles, MaxPilot ensures efficient collaboration and data protection across your organization.
Each role’s permissions are carefully designed to balance flexibility with security, allowing your team to work smarter and faster.

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