Role Overview
| Role | Purpose | Typical Users |
|---|---|---|
| Admin | Full system access including user management and configuration | IT administrator, QMS owner |
| Quality Manager | Creates, edits, and approves quality records. Manages training. | Quality Manager, Food Safety Manager |
| Quality Engineer | Day-to-day operations — creates and edits records but cannot approve | QA Technician, Quality Engineer, Lab Analyst |
| Approver | Reviews and approves CAPAs and documents. Cannot create records. | Department Head, Technical Director |
| Read Only | View-only access to all records, dashboards, and reports | External auditor, Senior management, Consultant |
Permission Matrix
| Permission | Admin | Quality Manager | Quality Engineer | Approver | Read Only |
|---|---|---|---|---|---|
| Manage users | ✓ | ||||
| System configuration | ✓ | ||||
| Create complaints | ✓ | ✓ | ✓ | ||
| Edit complaints | ✓ | ✓ | ✓ | ||
| Transition complaint status | ✓ | ✓ | ✓ | ||
| Create NCRs | ✓ | ✓ | ✓ | ||
| Edit NCRs | ✓ | ✓ | ✓ | ||
| Transition NCR status | ✓ | ✓ | ✓ | ||
| Create CAPAs | ✓ | ✓ | ✓ | ||
| Edit CAPAs | ✓ | ✓ | ✓ | ||
| Approve CAPAs | ✓ | ✓ | ✓ | ||
| Upload documents | ✓ | ✓ | ✓ | ||
| Approve documents | ✓ | ✓ | ✓ | ||
| Manage training | ✓ | ✓ | |||
| Complete training | ✓ | ✓ | ✓ | ✓ | |
| Generate reports | ✓ | ✓ | |||
| Manage products | ✓ | ✓ | |||
| View all records | ✓ | ✓ | ✓ | ✓ | ✓ |
Separation of Duties
Important: Regardless of role, a user cannot approve a CAPA or document they created. This is enforced at the system level to satisfy ISO 9001 Clause 7.5 and ISO 22000 requirements for independent review.
This means:
- A Quality Manager who creates a CAPA must have a different Quality Manager or Approver approve it
- A document uploaded by one user must be reviewed by a different user
- The system will reject approval attempts where the approver is the creator
Changing Roles
Only Admin users can change roles. Navigate to Settings → Users, find the user, and select a new role from the dropdown. The change takes effect immediately.
Consider the principle of least privilege — assign the minimum role needed for each person's responsibilities.