How Staff Security Clearances Work

Security Clearance is the name given for the type of access or permission a person can have in PeopleSafe. The type of security clearance will determine how much a person can see of the organisation they're connected to. For Users who are staff ( people on your direct payroll list) there are three different types of access; Standard Staff, Manage Users, Coordinator.

1. Standard Staff

Standard Staff is the most common security clearance in PeopleSafe. When someone with a Standard Staff security clearance logs in they will only see their own personal details and training information.

2. Manage Users

Manage Users is for anyone who is responsible for people in the organisation. You might call them Supervisors, Team Leaders, Managers or something similar. Someone with a Manage Users security clearance can see all their own details and also the details of the staff they're responsible for.

3. Coordinator

Coordinator security clearance is for the select few who oversee making PeopleSafe work for their organisation. Coordinators are responsible for keeping an eye on everything happening, setting up all the behind-the-scenes stuff, and making sure everybody can get in and actually use PeopleSafe. There can be anywhere from one to five Coordinators for one organisation depending on the size of the site and number of staff to manage. The people who are Coordinators in PeopleSafe are normally the Owner/Operators, Health and Safety Coordinators, Administrators, 2IC and the like.

Table shows what the different security clearances can do in PeopleSafe:

Standard Staff

Manage Users


Tell stories Tell and review stories Tell, review and edit stories
Update their own details Update their own details and the staff they manage Update their own details and all staff
Complete their own tasks Complete their own tasks and create tasks for the staff they manage Complete their own tasks and create tasks for all staff
Do online learning Do online learning Do online learning
View online learning available Book online learning and offline training for them and the staff they manage Book online learning and offline training for them and all staff
View 'Staff can see' documents View and edit documents View and edit all documents
View 'Risks' View and edit 'Risks' View and edit 'Risks'
View 'Safety plans' View 'Safety plans' Edit Safety Plans they created View and edit 'Safety plans'
View organisation contacts View organisation contacts and 'Friends' View organisation contacts and 'Friends'
View and Edit 'Gear' View and edit 'Gear'
Add 'Gear checks' and 'Certification records' Add 'Gear checks' and 'Certification records'
Can choose to receive 'Serious story alerts' or not Can choose to receive 'Serious story alerts' or not
Start and manage PeopleSafe Check-in
Connect 'Staff', 'Friends', and 'Other organisations' to their site
View and edit organisation settings

More about Security Clearances

  • To change someone's security clearance you will need to have PeopleSafe Coordinator clearance for your organisation. Then it's really easy to change a staff member or a friend security clearance. Just head to the person's Staff profile and edit the security clearance in the organisation section.
  • Changing Staff to Friend or Friend to Staff: When you change a person's security clearance from staff to friend you are essentially saying that the person isn't employed by your organisation anymore. Depending on the access you give them as a friend they can still tell stories and view risks when they log into your site etc but their name won't appear in lists for booking training or telling a story about a person. The opposite can be said if someone is turned friend security clearance to staff security clearance. They will now be able to be booked on training, tell stories etc.
  • If the person managing PeopleSafe has left and no one else has Coordinator security clearance you'll need to contact our Help Desk team. To be able to give a new person elevated access we will need clearance from someone with authority in your organisation.
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