Onboarding Your Team: Roles, Permissions, and Invitations

Understanding Roles in GuardianHub

GuardianHub uses a role-based access control system that ensures every team member sees only what they need — and nothing they shouldn't. The platform comes with five built-in roles: Super Admin, Company Admin, Operations Manager, Site Supervisor, and Guard. Each role has a predefined set of permissions, but Company Admins can customise these from the Settings page.

• Super Admin: Full platform access, billing, company settings, and all client data
• Company Admin: Manage sites, guards, rotas, and view all reports
• Operations Manager: Day-to-day operations, rotas, incident management
• Site Supervisor: Manage a specific site, its guards, and patrols
• Guard: Clock in/out, scan checkpoints, log OB entries, raise incidents

Inviting Team Members

From your dashboard, go to Settings > Roles & Permissions > Users tab. Click Invite User and fill in the new team member's name, email, and select their role. You can optionally assign them to specific sites immediately — this saves time if they're a site supervisor or need access to only certain locations. GuardianHub sends an email invitation with a secure setup link. Invitations expire after 72 hours.

Customising Permissions

Every role comes with sensible defaults, but every security firm operates differently. Navigate to Settings > Roles & Permissions > Permissions tab. Select a role from the dropdown to see all available permissions — view rotas, edit rotas, manage guards, view financial reports, access ACS compliance, and more. Toggle permissions on or off per role. Changes take effect immediately for all users with that role.

Site-Level Access Control

For larger firms managing multiple client contracts, you often need to restrict which team members can see which sites. The Site Access tab in Roles & Permissions lets you assign specific sites to individual users. A control room operator might need access to all sites, while a dedicated client account manager might only need access to one client's portfolio of locations. This granular control prevents information leakage between contracts.

Managing Client Users

If your clients need access to view reports, incidents, or live guard status for their sites, you can create client user accounts. From the Clients section of the admin dashboard, select a client and go to the Users tab. Client users have a separate, read-only portal where they see only their organisation's sites, reports, and compliance data. They cannot modify any operational settings.