Role Assignments
Manage who has access to what features through role-based access control.Understanding Roles
crisisIQ uses roles to control feature access:Participant
Basic training access
Content Creator
Scenario building
Company Admin
Organization management
System Admin
Platform administration
Detailed Permissions
See full permission matrix
Assigning Roles
During Invitation
When inviting new users:- Enter email address
- Select Role from dropdown
- Send invitation
- User receives role upon accepting
For Existing Users
To change a user’s role:1
Go to User Management
Navigate to Administration > User Management
2
Find User
Locate user in the list or search
3
Edit User
Click edit icon or user row
4
Change Role
Select new role from Role dropdown
5
Save
Click Update User
6
User Notified
User may receive email about role change (if enabled)
Role changes take effect immediately. Users should refresh their browser to see updated permissions.
Bulk Role Assignment
Change roles for multiple users at once:1
Select Users
Check boxes next to users in the list
2
Bulk Actions
Click Bulk Actions dropdown
3
Change Role
Select Assign Role
4
Choose New Role
Pick the role to assign to all selected users
5
Confirm
Review and confirm the change
Role-Based Features
What Each Role Can Access
- Participant
- Content Creator
- Company Admin
- System Admin
Participant Access:✓ Join assigned simulations
✓ Complete solo training
✓ View personal reports
✓ Download certificates
✓ Update own profile✗ Create scenarios
✗ Manage users
✗ View others’ reports
Custom Permissions
Some organizations may have custom roles configured:- Trainer: Between Participant and Creator
- Facilitator: Can run but not create simulations
- Observer: Read-only access to reports
- Custom Roles: Configured by System Admin
Custom roles require system-level configuration. Contact your System Admin if you need specialized permissions.
Role Promotion Workflow
Requesting a Role Change
If a user needs elevated permissions:- User Requests: User contacts Company Admin
- Admin Reviews: Evaluates business need
- Approval: Determines if role change is appropriate
- Assignment: Admin updates user’s role
- Notification: User informed of change
Approving Role Requests
Best practices for admins:Verify business need for elevated role
Ensure user has necessary training
Document reason for role change
Set review date for temporary elevations
Notify user of new responsibilities
Role Constraints
Subscription Limits
Some plans limit roles:- Starter Plan: Limited admin seats
- Professional: More Creator licenses
- Enterprise: Unlimited roles
Organization Rules
Admins may set policies:- Minimum number of Admins (e.g., at least 2)
- Maximum Creators (budget constraints)
- Approval required for Admin promotion
- Automatic role expiry (temporary elevations)
Monitoring Role Usage
Role Distribution Report
View how roles are distributed:- Administration > Reports > Role Distribution
- See breakdown by role type
- Compare to subscription limits
- Identify unused licenses
Role Activity Tracking
Monitor what users do with their roles:- Admin Actions Log: Who made what changes
- Creator Activity: Scenarios created/edited
- Participant Engagement: Simulation completion rates
User Analytics
Access detailed usage reports in the Analytics section
Security Best Practices
Principle of Least Privilege
Principle of Least Privilege
Grant users the minimum role necessary to perform their job. Most users should be Participants.
Regular Role Audits
Regular Role Audits
Review all user roles quarterly:
- Are elevated roles still needed?
- Have users changed positions?
- Are there any inactive accounts with admin access?
Admin Role Limits
Admin Role Limits
Limit Company Admin roles to 2-5 trusted individuals. More admins increase security risk.
Document Role Changes
Document Role Changes
Keep a log of when and why roles were changed for compliance and auditing.
Revoke Access Promptly
Revoke Access Promptly
When employees leave or change roles, update their crisisIQ access immediately.
Temporary Elevations
Temporary Elevations
For one-time tasks, consider temporarily elevating a role then downgrading after completion.
Role Change Notifications
Automatic Notifications
Configure whether users are notified when their role changes:- Company Settings > Notifications
- Toggle “Notify on Role Change”
- Customize email template (optional)
What Users Receive
When role changes, user gets email with:- Old Role → New Role
- Changed By: Admin who made the change
- Date: When change occurred
- Next Steps: Link to documentation for new role
Troubleshooting
Cannot assign Admin role
Cannot assign Admin role
- Check subscription limits for Admin seats
- Verify you have permission to grant Admin (System Admin may be required)
- Ensure user’s email is verified
Role change not reflecting
Role change not reflecting
- User needs to log out and back in
- Clear browser cache and cookies
- Check if change was actually saved
User sees features they shouldn't
User sees features they shouldn't
- Verify the user’s current role
- Check if they belong to multiple organizations with different roles
- Ensure they’re viewing the correct company context
Cannot remove last Admin
Cannot remove last Admin
Organizations must have at least one Company Admin. Promote another user to Admin before downgrading the last one.