Read-Only Access — AUDITOR Role and Viewer Accounts

Read-Only Access

Intelligent Roster supports two patterns for people who need to view without editing:

1. AUDITOR role (recommended for compliance officers) — Reports, Audit Log, and read-only roster visibility
2. STAFF viewer account (legacy pattern) — Living Roster visibility without an employee link

Option A — AUDITOR role (recommended)

Use this for compliance officers, external auditors, or governance staff who need reports and an audit trail without any write access.

How to set up

1. Log in as Organisation Admin (or higher)
2. Go to Organizations → your organisation → Users tab
3. Click Create User (or edit an existing user)
4. Set the role to Auditor
5. Optionally link an Employee record if the auditor is also a clinical staff member who needs to see their own shifts
6. Save and share credentials

What an AUDITOR can do

Access	Allowed
Reports — all export types	✅
Audit Log modal on the Reports page	✅
The Living Roster — read-only (staff view when linked to an employee)	✅
Dashboard, Leave Calendar, Shift Deck (own data when employee-linked)	✅
Security Settings (password, MFA)	✅

What an AUDITOR cannot do

Action	Blocked
Edit roster, approve leave, approve swaps	❌
Use IRIS (AI credits / generation)	❌
Access Vacancy Planning, Master Roster, admin configuration	❌
Organisations, user management, AI Rules	❌

Note: AUDITOR sits between STAFF and ROSTER BUILDER in the permission model — read-only by design, with explicit access to Reports and the Audit Log that ordinary STAFF do not have.

Option B — STAFF viewer account (roster visibility only)

Use this when someone needs to see the roster but does not need Reports or the Audit Log — for example a Nurse In Charge overseeing coverage without a formal auditor remit.

How to set up

1. Log in as Organisation Admin (or higher)
2. Go to Organizations → your organisation → Users tab
3. Click Create User
4. Set the role to STAFF
5. Do NOT link an Employee record — leave the Employee field empty
6. Save and share credentials

What a STAFF viewer can do

• ✅ View the full Living Roster (all streams and assignments)
• ✅ See the Dashboard, Leave Calendar, and Shift Deck
• ✅ Access their own Security Settings (password, MFA)

What a STAFF viewer cannot do

• ❌ Be assigned to shifts (no employee link = not in the assignment pool)
• ❌ Edit the roster, approve leave, or approve swaps
• ❌ Access admin pages, Vacancy Planning, Master Roster, or Reports

Alternative — Non-rostered craft group

If the viewer needs an employee profile (for auditing purposes), create a craft group called "Observers" or "Non-Clinical" that has no vacancies. Link the user to an employee in that group.

Tips

• Prefer AUDITOR when the person needs compliance exports or the Audit Log — it is clearer in access reviews than a STAFF account with no employee link.
• Permission changes take effect on next login. Log out and back in after role changes.
• For accreditation prep, see Searching Activity Logs and Compliance Reports.