---
title: User Permission Guide
description: User permission settings define who has access to your data, projects, and system controls. Proper role management helps protect sensitive information, improves accountability, and streamlines workflows across every team member.
---
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3. [User Managment](https://help.onstationapp.com/knowledge/getting-started?hsLang=en#user-managment)
June 30, 2026
# User Permission Guide
## User permissions give you control over who can access, edit, and manage important information in your organization. Setting the right roles ensures data accuracy, stronger security, and smoother collaboration across your team.
### **System Roles**
**Administrator**
| Description | Manage all organization data, settings, and users. |
| --- | --- |
| Who should this be | Typically a company champion or senior leader who is accountable for the overall relationship with OnStation. |
Tip: Keep this limited to one or two people at most.
**User Manager**
| Description | Allow users within that group to manage all users, groups, licenses, and trainings within the organization. |
| --- | --- |
| Who should this be | HR staff, office admins, or team leads handling onboarding. |
Note: User managers can continue to make other groups, but will not be allowed to make other groups with administrative permissions.
**Project Manager**
| Description | Can manage organization projects, project submissions, and tags. |
| --- | --- |
| Who should this be | Field or office project managers. CEIs or supervisors who monitor project progress. Ideal for those coordinating multiple crews or reporting back to the DOT. |
**Integration Manager**
| Description | Can manage organizations’ integrations. |
| --- | --- |
| Who should this be | IT staff or tech-savvy project engineers. Anyone responsible for connecting OnStation to tools like Trimble, FleetWatcher, or HCSS |
**Data Manager**
| Description | Will be managing organization forms, flags, and location data. |
| --- | --- |
| Who should this be | Quality control staff, inspectors, or engineers. Team members responsible for data integrity, documentation, and reporting. |
**Safety Manager**
| Description | Can manage the organization's safety features, like Active Worksite™. |
| --- | --- |
| Who should this be | Safety coordinators, superintendents, or site foremen. Ideal for those responsible for worker safety and traffic control on the jobsite. |
### **User Roles**
- **Form Reader** – allows users to read forms only.
- **Form Writer** – allows users to create, edit, and save forms.
- **Form Email** – allows users to email forms out of the OnStation app directly.
- **Location Data Reader** – allows users to read material density and density test data.
Warning: The user permissions will only be inherited based on that user's license type.
Note: A data license is still necessary to manage the data for the organization within the portal.
---
### Best Practices for Assigning Permission Classes
- Limit Administrators. Keep this role to a small number of trusted individuals.
- Pair classes when needed. For example, a Project Manager may also be a Data Manager if they handle documentation.
- Review regularly. As people change roles or leave the organization, check that permission classes are still aligned.
- Plan for redundancy.
- [Getting Started](https://help.onstationapp.com/knowledge/getting-started?hsLang=en#main-content)
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- [Project Submissions and Managment](https://help.onstationapp.com/knowledge/getting-started?hsLang=en#project-submissions-and-managment)
- [User Managment](https://help.onstationapp.com/knowledge/getting-started?hsLang=en#user-managment)
- [Troubleshooting](https://help.onstationapp.com/knowledge/getting-started?hsLang=en#troubleshooting)
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- [Flags](https://help.onstationapp.com/knowledge/document-the-work?hsLang=en#flags)
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- [Active Worksite™](https://help.onstationapp.com/knowledge/active-worksite?hsLang=en)
- [Integrations](https://help.onstationapp.com/knowledge/integrations?hsLang=en#main-content)
- [TransTech Systems](https://help.onstationapp.com/knowledge/integrations?hsLang=en#transtech-systems)
- [HeavyJob](https://help.onstationapp.com/knowledge/integrations?hsLang=en#heavyjob)
- [GNSS/GPS Receivers](https://help.onstationapp.com/knowledge/integrations?hsLang=en#gnss-gps-receivers)
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