What are User Profiles in Assurance – Support Hub

Please Note: Only Super Users or Administrators can create new User Profiles.

User Profiles are an easy way to group your Full Users who perform the same roles in Assurance and require a same level of access. Then if changes are needed, they can be made in one place. Combining multiple individual roles into a User Profile alleviates the issue of having to work out all the roles a Full User needs to do each time you create a new Full User who requires standardised roles.

In this article, you will learn about:

What are User Profiles

User Profiles are a combination of Access Roles. When a User Profile is assigned to a Full User, they get the pre-determined access rights to records in Assurance.

Access Roles can be added or removed from User Profiles at any time. These changes will immediately apply to all Full Users who these User Profiles are granted to.
A Full User can either have a User Profile or Access Roles directly granted to them, but not both.
A Full User can have only one User Profile granted to them.
Only Super Users and Administrators can create User Profiles.

How to Create a New User Profile

Also see: How to Edit User Profiles and How to Add or Remove User Profiles to Users.

For some Access Roles in User Profiles, you can select the Business Units that the Full User will have access to:

For Registers and Forms, this limits which Forms the user can see based on the selected Business Units. If the template does not have business units set up as a field this is not required.
For Task or Action Assignments and Checklist Assignments the Business Units will determine which assignments can be read and/or modified by the User.
For Checklist Results and Task or Action Results the Business Units determine which results the User can read and/or manage.
By default, the Full User is given access to their own Business Unit and its sub–Business Units.

Should I Grant User Profiles or Access Roles to My Users

As your organisation starts to use Assurance, you may grant individual Access Roles directly to a Full User. This would mean granting multiple Access Roles to each Full User rather than the granting them one User Profile.

As your organisation grows in their usage of Assurance, you may wish to consider organising your Access Roles into User Profiles so that you can grant a single User Profile to a Full User rather than multiple Access Roles.

Please Note: On your Assurance site, you can have some Full Users that have Access Roles and some that have User Profiles. However, a Full User cannot have both a User Profile and individual Access Roles granted to them at the same time.