Role Management

Roles are the foundation of access control in Musket. Each role represents a job function or responsibility level within your organisation (e.g., "Flight Crew", "Maintenance Staff", "Administrator", "Accountable Manager").

The table displays all roles with the following columns:

The table supports pagination when you have 16 or more roles—use the "Items per page" dropdown to control how many roles display at once.

When to create a new role

Create a new role when you need a distinct set of permissions for a group of users that doesn't match any existing role. Common examples include specialised positions, temporary project teams, or external contractors with limited access needs.

Steps to create a role

1. Click Add User Role in the top-right corner of the page
2. In the window that opens, enter the role details:
   • Role Name: Enter a unique identifier (e.g., "ContractorLimited")
   • Custom Label: Enter the display name (e.g., "Contractor - Limited Access")
   • Description: Briefly explain who uses this role and why
   • Hide From Registration Form: Check this if the role should only be assigned by administrators (recommended for restricted roles)
3. Configure permissions in the permissions table (see Configuring permissions below)
4. Click Submit to create the role

When to edit a role

Edit a role when responsibilities change, new features are added to Musket, or when access needs adjustment. Editing is also necessary when you want to update the custom label or description for clarity.

Steps to edit a role

1. Click the Edit button (pencil icon) for the role you want to modify
2. In the window that opens, update the role details as needed:
   • For system roles, you can only change the Custom Label, Description, Hide From Registration Form checkbox, and permissions
   • For custom roles, you can change all fields including the Role Name
3. Adjust permissions in the permissions table (see Configuring permissions below)
4. Click Submit to save your changes

The permissions table in the role details window lists all Musket features organised by section. For each feature, you grant one of three permission levels: View, Edit, or Full. These levels determine what users in this role can do with that feature.

Permission levels explained

Setting permissions

1. In the permissions table, features are grouped under section headers (e.g., "Scheduling", "Maintenance Hub", "Quality Safety Security")
2. For each feature row, you'll see columns for View, Edit, and Full permissions
3. Click the icon in each column to toggle permissions:
   • Green checkmark: Permission granted
   • Red X: Permission not granted
   • N/A: This permission level doesn't exist for this feature
4. Click any icon to toggle between granted and not granted
5. Scroll through all sections to ensure you've configured the correct access for the role
6. Click Submit to save the permissions

When to delete a role

Delete a role when it's no longer used and no users are assigned to it. This keeps your role list clean and prevents confusion when assigning roles to new users. You cannot delete system roles or roles with assigned users.

Steps to delete a role

1. Ensure no users are assigned to the role (check the "Users" column—it must show 0)
2. Click the Delete button for the role
3. Confirm the deletion in the window that appears
4. The role is permanently removed from the system

If deletion is blocked

If the Delete button is disabled or you see a message saying users are assigned to the role, you must first remove all users from that role using the Role Allocation tab. Once the role has zero users, you can delete it. System roles can never be deleted regardless of user count.

At the top of the tab, you'll see two radio buttons:

• View by roles: Shows a table of roles with an "Assign users" button for each role. This view is best when you need to see who has a particular role or when assigning multiple users to the same role.
• View by users: Shows a table of users with checkboxes for each role. This view is best when you need to see all roles for a specific user or when assigning multiple roles to the same user.

Choose the view that matches your current task. The data is the same in both views—only the layout changes.

In this view, the table displays all roles with a column showing how many users have each role. Use the search box at the top to filter roles by name or description. The table includes these columns:

Assign users to a role

1. Find the role in the table (use the search box to filter if needed)
2. Click the Assign users button (person icon) in that role's row
3. In the window that opens, you'll see a list of all users
4. Check the boxes next to users you want to add to this role
5. Uncheck the boxes next to users you want to remove from this role
6. Click Submit to save the changes

The "Users" column updates immediately to reflect the new count. Changes take effect right away—users gain or lose access based on their new role assignments.

In this view, the table displays all users with a column for each role. Checkboxes show which roles each user currently has. Use the search box to filter users by name.

Assign roles to a user (quick method)

1. Find the user in the table
2. Check or uncheck the role checkboxes in that user's row:
   • Checked: User has the role
   • Unchecked: User does not have the role
3. Changes save automatically when you click a checkbox

Assign roles to a user (window method)

1. Find the user in the table
2. Click the Assign roles button (pen icon) in the user's row
3. In the window that opens, check or uncheck roles as needed
4. Click Submit to save the changes

Both methods produce the same result. The quick checkbox method is faster for simple changes; the window method is better when you need to carefully review all role assignments for a user.