Understanding User Permissions in RBA Online:
A Guide to Optimizing Your Team's Efficiency
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Understanding User Permissions in RBA Online
User permissions determine what information a user can access and what actions a user can perform in RBA Online. Assigning the appropriate role helps protect company information while ensuring users have the access required to complete their responsibilities.
Quick guidance: Select a role based on what the user needs to do, not only the user's job title. Users should receive the appropriate level of access for their responsibilities.
Which role should I assign?
RBA Online includes different permission levels for users who manage facility information, administer information across a company, or require view-only access.
| Role | Recommended for | General access level |
|---|---|---|
| Facility Admin | Users who manage activities for a specific facility | Facility-level access and management |
| Company Admin | Users who administer RBA Online across the organization | Company-wide administrative access |
| Read-only Company Admin | Users who need visibility without administrative responsibilities | Company-level view-only access |
1. Facility Admin
The Facility Admin role is intended for users who are responsible for managing RBA Online activities for a particular facility.
Typical permissions
- Enter, update, and manage information associated with the assigned facility.
- Work with facility-specific information, including applicable self-assessment questionnaires, audit information, and corrective action plans.
- View reports and information associated with the assigned facility.
Best suited for
Users who manage compliance, reporting, assessment, audit, or improvement activities for an individual facility.
Choose Facility Admin when: The user needs to actively manage information for a specific facility but does not require company-wide administration.
2. Company Admin
The Company Admin role is intended for users who administer RBA Online on behalf of the organization and require access across the company's facilities.
Typical permissions
- Manage and view company and facility information across the organization.
- Create and manage user accounts and assign appropriate permissions.
- Access company-level reports and available analytics.
- Initiate, accept, modify, or revoke Trading Relationships.
Best suited for
Users who oversee RBA Online administration across the company, including access management, facility oversight, and company-level data-sharing decisions.
Choose Company Admin when: The user needs to manage company-wide access, oversee multiple facilities, or manage Trading Relationships.
3. Read-only Company Admin
The Read-only Company Admin role is intended for users who need broad visibility into company information but should not make administrative or data changes.
Typical permissions
- View available company and facility information.
- Review available reports, documents, and analytics.
- Monitor company information without editing or administering it.
Best suited for
Managers, reviewers, or other users who need company-level visibility but do not require responsibility for user management or data maintenance.
Choose Read-only Company Admin when: The user needs to review company information but should not be able to modify it.
Company Admin vs. Facility Admin
The simplest way to distinguish these roles is to consider the level at which the user needs to work.
Facility Admin
Primarily manages information and activities associated with a particular facility.
Company Admin
Administers RBA Online across the organization and may manage users, facilities, and company-level relationships.
If the user needs company-wide visibility but should not make changes, consider assigning the Read-only Company Admin role.
User permissions and Trading Relationships are different
A user's role should not be confused with permission for another organization to view company or facility information.
| Access control | What it determines |
|---|---|
| User role | What the individual user can access or manage within the user's organizational context. |
| Trading Relationship | What information is shared between organizations in RBA Online. |
By default, another organization does not automatically receive visibility into a company's information. Information can be shared through a Trading Relationship, which may include company information, facility visibility, or selected facility data.
Company Admins are responsible for managing these relationships and can update or revoke them when necessary.
Troubleshooting tip: If a user can sign in but cannot see expected information, determine whether the issue involves the user's assigned role, the user's facility access, or information shared through a Trading Relationship.
Before assigning a role
Consider what the user needs to accomplish in RBA Online before granting access.
- Does the user need to manage information for a particular facility?
- Does the user require company-wide administrative access?
- Does the user need to create or manage other user accounts?
- Does the user only need to view available information?
- Is the access issue related to a Trading Relationship rather than the user's assigned role?
Assigning access based on the user's responsibilities helps reduce unnecessary permissions and makes access issues easier to diagnose.
Frequently asked questions
Which role should manage an individual facility?
Use the Facility Admin role when the user needs to manage information and activities for a particular facility.
Which role should manage users across the company?
Use the Company Admin role when the user needs company-level administrative access, including user-management responsibilities.
What if the user only needs to view information?
Consider the Read-only Company Admin role when company-level visibility is required without editing or administrative access.
Why can a user sign in but not see the expected information?
The issue may involve the user's assigned role, the facility associated with the user, or the information made available through a Trading Relationship. Include these details when contacting the RBA Help Desk.
Need help with user permissions?
If a user's assigned permissions do not provide the expected access, contact the RBA Help Desk and provide:
- The user's email address
- Company name
- Facility name, if applicable
- The user's current role, if known
- A description of what the user is trying to access or accomplish
- A screenshot of the issue, where appropriate
Help us resolve the request faster
Providing the company, facility, assigned role, and expected access will help the support team distinguish between a user-permission issue, a facility-access issue, and a Trading Relationship issue.