User Permission Levels
Zeltask uses four permission levels to control what users can see and do within the platform. Understanding these levels helps administrators assign appropriate access to team members.
Permission Levels Overview
| Level | Description | Typical Users |
|---|---|---|
| External Member | Limited access for outside collaborators | Contractors, vendors, consultants |
| Staff Member | Standard operational access | Technicians, operators, frontline workers |
| Manager | Supervisory access with elevated permissions | Supervisors, team leads, coordinators |
| Administrator | Full platform access and configuration rights | IT admins, operations directors |
External Member
External members have the most limited access, designed for users who are not part of your core organization but need to interact with specific parts of the system.
What External Members can do:
- View and complete tasks assigned to them
- Add comments and updates to their assignments
- View basic information related to their work
What External Members cannot do:
- Access organization-wide settings
- View data outside their assignments
- Create or modify records beyond their scope
Best for: Contractors performing specific maintenance work, external auditors, or vendor representatives who need limited platform access.
Staff Member
Staff members have standard operational access for day-to-day work execution.
What Staff Members can do:
- View and complete assigned actions and inspections
- Create tickets and report incidents
- Add comments, photos, and notes to records
- View assets, locations, and inventory relevant to their work
- Execute inspections based on assigned schedules
What Staff Members cannot do:
- Modify organization settings
- Access administrative functions
- View or edit records outside their scope
- Schedule inspections for others
Best for: Technicians, operators, maintenance workers, and other frontline team members.
Manager
Managers have elevated access for supervisory responsibilities, including the ability to oversee team work and approve requests.
What Managers can do:
- Everything Staff Members can do
- View all actions, inspections, and tickets (not just their own)
- Create and assign actions to team members
- Schedule inspections for users and teams
- Approve or reject tickets submitted by staff
- Edit inspections after completion
- Access team performance data
What Managers cannot do:
- Modify organization-wide settings
- Manage user accounts and permissions
- Delete critical system records
Best for: Supervisors, shift leads, area coordinators, and team managers.
Administrator
Administrators have full platform access including all configuration and user management capabilities.
What Administrators can do:
- Everything Managers can do
- Create, edit, and delete users
- Manage teams and team assignments
- Configure organization settings (branding, locale, categories, tags)
- Access all modules and records without restrictions
- Delete records and manage system-wide data
Best for: IT administrators, operations directors, plant managers, or designated platform owners.
Permission Comparison
| Capability | External | Staff | Manager | Admin |
|---|---|---|---|---|
| View assigned tasks | Yes | Yes | Yes | Yes |
| Complete actions and inspections | Yes | Yes | Yes | Yes |
| Create tickets | No | Yes | Yes | Yes |
| View all records | No | Limited | Yes | Yes |
| Assign work to others | No | No | Yes | Yes |
| Schedule inspections | No | No | Yes | Yes |
| Approve/reject tickets | No | No | Yes | Yes |
| Manage users | No | No | No | Yes |
| Configure organization settings | No | No | No | Yes |
Changing Permission Levels
To change a user's permission level:
- Go to Users & Teams > Users
- Click on the user's card to open their detail view
- Click Edit
- Select a new permission level
- Click Submit
[Screenshot: Editing a user's permission level]
Changing permissions takes effect immediately. The user will gain or lose access to features based on the new level.
Tips
- Start with minimal access — Assign the lowest permission level that allows the user to do their job
- Review periodically — As roles change, ensure permission levels still match responsibilities
- Use Managers strategically — Having too many administrators can create security and audit concerns
- Document decisions — Keep track of why users have specific permission levels