How to assign and manage roles of users

We will show you how to assign and manage the different roles of users.

Before you begin

What are roles? 

Roles are defined settings within Capptions Direct that allow users different visibility and access within the organization they are part of. By assigning a role to a user or groups, you can negate the possibility of users making unwanted changes, such as creating or editing templates or purchasing. 

Take note 

  • You can assign and manage roles only via the web portal. 
  • If a user is a part of multiple organizations, their role type will be custom to each organization that they are part of.
  • You can assign role to a user when you send an invitation to add them as a member or after they have joined your organization.
  • If there is no role assigned to them, they will automatically be assigned as a member.
  • There can only be one owner per organization and multiple admin and member roles. 

Assign role to a user 

Step 1: log in to the Capptions Direct portal 

Proceed to log in to the Capptions Direct portal through the link. Enter your login details or use the single sign-on options provided.

Step 2: Select your organization 

Click on the drop-down arrow to expand the view of your organizations and select the organization with users you would like to assign the role to.

Step 3: Click Settings 

Step 4: Click Members

Step 5: Assign role 

5.1 Change the role of existing members 

Click on the single select tab next to each user name and select the role. A pop-up will appear asking for you to confirm the change of role. Click Confirm  to accept and apply changes. Repeat this with every user you see fit.

5.2 Determine the role when inviting a new user 

By entering each user's email address, you can also define what role they will occupy on the portal. If using the bulk invite option, you can invite multiple users and assign the same role to each of them.  


Role type Description 
Owner  Has complete control over the organization. This includes the ability to add and remove users, manage roles, create and edit templates, delete templates, view all inspections and user activity, perform tasks, make purchases, and manage billing. 
Admin  Has partial control over the organization. Selecting this permission automatically sets the same permissions that the owner has, except for the ability to make purchases and manage billing. 
Member  Provides the ability only to perform tasks assigned to them through the mobile app and web portal. 


And that's how easy it is! 

We hope this article is helpful in showing you how to assign and manage user role responsibility. If you have any questions or concerns, please do not hesitate to contact our customer support team on

Thank you for choosing Capptions Direct as your EHS management software. We look forward to helping you make your workplace safer and more efficient!