> For the complete documentation index, see [llms.txt](https://docs.cloudscaff.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cloudscaff.com/settings/user-management/add-or-update-permissions.md).
# Add or Update Permissions
Permissions define what each user can see, create, edit, approve, or delete across the Cloudscaff system.
Permissions control access to modules, data, and specific functions, ensuring that every team member only interacts with information relevant to their role.
***
## Purpose
In Cloudscaff, permissions are used to:
* **Protect company data** — limit sensitive or financial data to specific roles (e.g., only managers can approve or delete).
* **Define responsibilities** — grant access according to job functions (e.g., yard staff manage deliveries, site users submit requests).
* **Streamline workflows** — make sure that only authorized users can approve, receive, release, or void records.
* **Improve accuracy** — prevent errors by restricting who can modify or void important documents.
* **Maintain compliance** — ensure that safety, inspection, and handover approvals come from verified roles.
***
## Accessing Permissions
You can access **Permissions** in two ways:
1. Navigate to **Settings → User Profiles → Edit Roles** **→ Click the Plus (+) or Edit Role** button **→** Set Role permissions (**Click here**).
2. Navigate to **Settings → User Profiles → Click on a user** in the user list **→** Set Role permissions for this user (**Select role**) **→ Click the Plus (+) or Edit Role** button **→** Set Role permissions (**Click here**).
***
## Understanding the Permissions Layout
The **Permissions UI** is designed to make role setup clear and easy to understand — every section is color-coded, with tools grouped and labeled so you know what area of the system you’re applying permissions to.
***
### Section Headers (Colored Blocks)
Each major section of the system is displayed in its own **colored block** (for example, *Sites*, *Inventory*, or *Scaffolds*).
These colored sections help you quickly recognize what part of the system you’re working in.
* **Red section** — relates to **Roles** and system-level permissions.
* **Blue section** — relates to **Inventory** **Management** permissions.
* **Green section** — relates to **Site Management** (sites, scaffolds, JSPs, etc.).
Each section title (like **Sites** or **Inventory**) clearly states the module’s purpose and scope.
***
### Section Titles and Descriptions
Within each section, you’ll find a **title** and a **short description** that explain what that part of the system controls.
These descriptions give you an overview of what the section or module is used for — for example:
This section holds all the permissions related to Site management.
***
### *Tool Titles and Descriptions*
Example: In the **Sites** section, you can enable permissions for managing **Deliveries** sent to a site. When enabled, users can **view**, **receive**, or **void** deliveries as needed.
> **Important:**\
> If a tool’s permission is turned **on** within a section, that section and it's active tools become visible and accessible to the user.
***
### “Select All” and “Unselect All” Buttons
At the top-right corner of each permission section, you’ll see **Select All** and **Unselect All** links.
* **Select All** enables every toggle in that section.\
Use this when granting full access to that module.
* **Unselect All** disables every toggle.\
Use this to reset or remove all access before reconfiguring.
These controls let you quickly manage large permission sets with one click.
{% columns %}
{% column %}
#### **Select All**
When clicked, **Select All** turns on every permission toggle within that section or tool.
{% endcolumn %}
{% column %}
#### **Unselect All**
When clicked, **Unselect All** turns off every permission toggle within that section or tool.
{% endcolumn %}
{% endcolumns %}
***
### Toggles
Inside each group, you’ll see **individual toggle buttons** labeled by action type:\
**Create**, **View**, **Update**, **Delete**, **Approve**, **Void**, and so on.
Each toggle controls a specific action for that feature.
When the toggle is **switched on** (orange), the user or role has permission to perform that action.
When it’s **off** (grey), that capability is disabled.
{% columns %}
{% column %}
**Toggle is OFF**
{% endcolumn %}
{% column %}
**Toggle is ON**
{% endcolumn %}
{% endcolumns %}
***
### Tools
Within each section (like **Sites**), you’ll see a list of **tools** — for example, **Inventory**, **Deliveries**, or **Tasks**. Each tool includes a set of **toggles** that control specific actions, such as *Create*, *View*, *Update*, or *Void*.
When a toggle is turned **on**, that tool becomes active for the role.
When the role is then assigned to a user, the user will see and be able to use those active tools in their profile.
> **Example:**\
> If a role has the **Deliveries** tool active with *View* and *Receive* toggled on, users with that role will be able to view and receive deliveries but won’t be able to void them.
>
> Similarly, if the **Inventory** tool is active with *View* and *Reports* toggled on, users will be able to view inventory data and generate reports but not edit or add new inventory items.
***
### Clean, Consistent Layout
Every permission card follows the same clean structure:
* **Title** – The feature or function (e.g., *Scaffolds*).
* **Subtitle** – A short explanation of what the function does.
* **Toggles** – The specific actions allowed (Create, View, Update, etc.).
* **Quick Actions** – “Select All” and “Unselect All” links for fast setup.
This consistency makes the interface easy to learn and extremely efficient when configuring multiple roles.
***
### Save & Confirmation
Once your permissions are set, clicking **Select** (top right of the screen) saves the configuration.
The role permissions are now active and will apply immediately for users assigned to that role.
If you change your mind before saving, click **Cancel** (top left) to discard changes.
***
## Permission Toggles
When adding or removing permissions, you’ll see various toggles. Each one defines what the selected role can see and do inside the system.
{% hint style="info" %}
[Learn what permission toggles mean](/settings/user-management/understanding-permission-toggles.md)
{% endhint %}
