Role Builder: Add or Update Roles
This section explains how to open the Role Builder, create new roles, or edit existing ones.
The Role Builder allows administrators to create new roles or update existing roles within Cloudscaff. Roles define what users can see and do within the system — ensuring access, control, and security are maintained across all teams.
Note: Only users with sufficient permissions can create or modify roles. Any updates made to a role will apply automatically to all users currently assigned to that role.
Purpose
The Roles and Permissions system in Cloudscaff is designed to control what each user can access, view, and perform within your organization’s account.
It ensures that every user — from site workers to administrators — operates within a clearly defined scope of authority, maintaining data security, operational control, and compliance across all sites and branches.
Roles define who a user is in the system (for example, Site Admin, Inventory User, or Supervisor).
Permissions define what that role can do — such as creating scaffolds, viewing reports, approving handovers, or managing inventory.
Notes: By assigning specific roles with tailored permissions:
Administrators can ensure each user only accesses the areas relevant to their responsibilities.
Sensitive information and high-level tools remain restricted to authorized personnel.
Workflow consistency is maintained across teams, preventing accidental changes or unauthorized actions.
Accessing the Role Builder
You can access the Role Builder in two ways:
From User Profiles
Navigate to Settings → User Profiles → Edit Roles button.
Click the "Edit Roles" Button in the top right corner
From Edit User Page
Navigate to Settings → User Profiles → Click on a user.
Select a user and click Select Role under Set Role Permissions.
Both these options will open the Role Builder, where you can use the "Add" or "Modify" role buttons.
Role Builder
Once inside the Role Builder, you can either:
Create a new role
Click the plus (+) button
This will display the blank Role Builder page
Edit an existing role
Click the edit button
This will display the Role Builder page already populated with the data of that role
Fields Overview
Role Name
Enter the name for the role you are creating or updating.
Use clear and descriptive titles that reflect the scope of permissions (e.g., Inventory Admin, Site User – Scaffold Management).
Description
Provide a short summary of what this role allows users to do.
This description appears in the Role List and helps identify the role’s purpose.
Adding Permissions to a Role
Click the "Click here" button. This will open the Permissions Selector, which displays all available permissions in the system.
From here, you can choose exactly which permissions the role will be granted access to.
Example: Creating a New Role
When adding a new role:
Enter the Role Name.
Add a Description.
Click Set Role Permissions – Click Here to open the list of permissions.
Select all applicable permissions for this role.
Click Create to save and add the role.
Tip: Use the Create button in the bottom-right corner of the screen to confirm the new role. The role will now appear in the Role Builder list, available to assign to any user.
Example: Editing an Existing Role
When editing an existing role:
The Role Name and Description fields will prefill with the current values.
The permissions currently assigned to the role will be displayed as highlighted tags below the Permissions heading.
You can add or remove permissions by reopening the permissions list using the Click Here button.
Click Update to save changes.
Note: Changes made to an existing role take effect immediately for all users assigned to that role.
Understanding Permissions in a Role
Each permission represents a specific capability or access area within Cloudscaff.
Permissions are displayed as labeled tags (e.g., sites-requests-create, sites-returns-view, sites-transfers-release).
These define what a user can do in the system once assigned to the role.
Example: The role Site User – Inventory Management includes permissions such as creating, viewing, and updating site inventory requests, transfers, and returns.
Saving Changes
When you are done configuring or updating a role:
Click Create if you are adding a new role.
Click Update if you are editing an existing one.
Your changes will be saved and applied instantly across the system.
Important: Users assigned to the modified role may need to refresh their session to load the updated permissions.
Best Practices
Always use consistent naming conventions (e.g., Site User – Scaffold Management).
Keep descriptions clear to make role selection easier for administrators.
Review role permissions regularly to maintain security and compliance.
Avoid duplicating roles unless they serve different departments or access levels.
Restrict permission access to only what is required for the user’s function.
Example Workflow
Navigate to Settings → User Profiles.
Click Select Role under a user’s profile to open the Role Builder.
Choose to Add (+) a new role or Edit an existing one.
Fill in the Role Name and Description fields.
Click Set Role Permissions – Click Here to choose applicable permissions.
Click Create or Update to save.
The new or updated role will now be available for assignment to any user in the system.
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