Roles capability matrix
The default capability-by-role table - what Administrator, Manager, Staff, and Requester can each do out of the box.
What each role can do. Roles are hierarchical - every ✓ for Staff is implicitly a ✓ for Manager and Administrator. Capabilities are fixed per role; user groups scope which sites and work a person handles, never what they can do.
Everyday operations
| Capability | Requester | Staff | Manager | Admin |
|---|
| Submit a work request (portal) | ✓ | ✓ | ✓ | ✓ |
| Track own requests (portal) | ✓ | ✓ | ✓ | ✓ |
| View assets, sites, buildings | - | ✓ | ✓ | ✓ |
| Create / edit assets | - | ✓ | ✓ | ✓ |
| Create / complete work orders | - | ✓ | ✓ | ✓ |
| Execute PM work & fill forms | - | ✓ | ✓ | ✓ |
| Consume parts, record costs | - | ✓ | ✓ | ✓ |
| Triage & convert work requests | - | ✓ | ✓ | ✓ |
| See organization members (for assignment) | - | ✓ | ✓ | ✓ |
Planning & oversight
| Capability | Requester | Staff | Manager | Admin |
|---|
| Projects (view, create, manage) | - | - | ✓ | ✓ |
| Reporting & report builder | - | - | ✓ | ✓ |
| Replacement planner | - | - | ✓ | ✓ |
| Vendors & contracts management | - | - | ✓ | ✓ |
| Budgets & financial views | - | - | ✓ | ✓ |
| Compliance management | - | ✓ | ✓ | ✓ |
Administration
| Capability | Requester | Staff | Manager | Admin |
|---|
| Invite / deactivate users | - | - | - | ✓ |
| Change user roles | - | - | - | ✓ |
| Manage user groups | - | - | - | ✓ |
| Organization settings (currency, categories…) | - | - | - | ✓ |
| Custom field definitions | - | - | - | ✓ |
| API keys & webhooks | - | - | - | ✓ |
| Import / export (organization-scale) | - | - | - | ✓ |
Reading the matrix
- Requester isolation is structural - the portal boundary can't be widened; requester groups organize requesters without expanding their access.
- Need something between two roles? Pick the higher role and use user groups to keep the person's work scoped to their sites and trades.
- API keys don't use this table. Machine access is governed by scopes - a deliberate separation.