Permissions reference

Kompass uses permission groups to control access. Each employee belongs to one or more groups and inherits the combined permissions of those groups. Your Kompass administrator configures which permissions each group receives.

This article lists all available permissions organised by module. Modules not covered here (internal or developer only): Integrations, OAuth / Personal Access Tokens, Post Office.

Key concepts

Hierarchical access

Several modules (Diary, Leave, Expenses) use a hierarchical access model where permissions are scoped to progressively wider audiences: own → own staff → own department → own project → any. A user sees the union of all scopes granted to them.

Permission groups

Permissions are always assigned to groups, never directly to individual users. Your Kompass administrator decides which permissions each group should have and assigns users to the appropriate groups.

Financial visibility

Financial information (project values, quote item prices, margins) is gated behind dedicated “view financials” permissions. A user may be able to see a project but not its financial data.

Email & document templates

Email templates and document templates are defined per module — the Projects, Invoices, Clients, Tasks, and Leave modules each have their own set of template permissions. There is no standalone “email templates” permission.

Calendars

Calendars define sets of holidays that can be applied to an org or individual users.

  • View / Add / Edit / Delete calendars — manage calendars
  • View / Add / Edit / Delete holidays — manage individual holiday dates within a calendar

Clients

  • View clients — see the clients list and detail pages
  • Add / Edit / Delete clients — manage client records
  • Export clients — export client data
  • Import clients — import clients from spreadsheet
  • Merge clients — combine two client records into one
  • View / Add / Edit / Delete client email templates — manage email templates used for client communications

Company Settings

Company settings cover the core reference data for the organisation: Orgs, Departments, Services, VAT Rates, Currencies, and Nominal Accounts.

  • View / Add / Edit / Delete orgs — manage organisation records
  • View / Add / Edit / Delete departments — manage departments
  • Export / Import departments — bulk update of departments
  • View / Add / Edit / Delete services — manage services
  • Export / Import services — bulk update of services
  • View / Add / Edit / Delete VAT rates — manage tax rates
  • View / Add / Edit / Delete currencies — manage currencies
  • View / Add / Edit / Delete nominal accounts — manage accounting codes

Contacts

  • View contacts — see contacts list and detail pages
  • Add / Edit / Delete contacts — manage contact records
  • View contact financials — see financial data associated with a contact
  • View contact projects — see projects linked to a contact
  • Export contacts — export contact data
  • Import contacts — import contacts from spreadsheet

Dashboard

The dashboard has granular permissions for each widget and chart:

  • View dashboard — access the dashboard page
  • List clients — client list widget
  • List enquiries — enquiries widget
  • List open quotes — open quotes widget
  • List tasks — tasks widget
  • List leave — leave summary widget
  • List leave requests — pending leave requests widget
  • View chart: delivery — delivery chart
  • View chart: hit rate — hit rate chart
  • View chart: hours — hours chart
  • View chart: opportunities — opportunities chart
  • View KPI: enquiries — enquiries KPI
  • View KPI: hit rate — hit rate KPI
  • View KPI: hours — hours KPI
  • View KPI: orders — orders KPI

Diary / Timesheets

Base permissions (apply to the user’s own entries):

  • View diary entries — see own diary entries
  • Add / Edit / Delete entries — manage own timesheet entries
  • Decide own — approve your own entries (self-approval)
  • Reset own — return your own decided entries to draft

Hierarchical permissions extend access beyond the user’s own entries. Each of the following actions can be granted at one or more scope levels:

  • View — see other users’ entries
  • Edit — modify other users’ entries
  • Decide — approve or reject other users’ entries
  • Reset — return decided entries to draft

Scope levels (from narrowest to widest):

  • Own staff — entries of users this person manages
  • Own department — entries in the user’s department and accessible departments
  • Own project — entries on projects this person manages
  • Own quote item department — entries on quote items in the user’s department
  • Any — all entries system-wide

Additional diary permissions:

  • Export diary — export diary/timesheet data
  • Export overtime — export overtime report
  • Export safe working hours — export safe working hours report
  • Import entries — import timesheet entries from spreadsheet

Email Digests

Email digests are automated summary emails sent on a schedule (e.g. weekly project updates, timesheet reminders).

  • View / Add / Edit / Delete digests — manage digest schedules, templates, and recipients

Equipment

  • View equipment — see equipment list and details
  • Add / Edit / Delete equipment — manage equipment records
  • View / Add / Edit / Delete categories — manage equipment categories
  • View / Add / Edit / Delete owners — manage equipment owners
  • View assignments — see equipment assignments
  • Add / Edit / Delete assignments — manage equipment assignments
  • Export equipment — export equipment list
  • Export assignments — export assignment list
  • Import equipment — import equipment from spreadsheet

Expenses

Base permissions (apply to the user’s own expense claims):

  • View expenses — see own expense claims
  • Add / Edit / Delete expenses — manage own expense claims
  • View / Add / Edit / Delete allocations — manage the allocation of expenses to quote items

A user cannot check, approve, or reject their own expenses — these actions always require one of the hierarchical scopes below.

Hierarchical permissions extend access beyond the user’s own claims. Each of the following actions can be granted at one or more scope levels:

  • View — see other users’ claims
  • Edit — modify other users’ claims
  • Delete — remove other users’ claims
  • Check — mark claims as checked
  • Approve — approve claims for payment
  • Reject — reject claims

Scope levels:

  • Own staff — claims from users this person manages
  • Own department — claims in the user’s department and accessible departments
  • Any — all claims system-wide

Additional expense permissions:

  • Export expenses — export expense data
  • Import expenses — import expenses from spreadsheet
  • Export allocations — export expense allocations

Files

Integration with an external file server.

  • View / Add / Edit / Delete file servers — manage file server connections and configuration
  • View files — browse the file server through Kompass

Invoices

  • View invoices — see invoice list and details
  • Add / Edit / Delete invoices — manage invoice records
  • Submit invoice — submit a draft invoice for approval
  • Approve invoice — approve a submitted invoice
  • Reject invoice — reject a submitted invoice
  • Post invoice — mark an approved invoice as posted (sent to accounting)
  • Void invoice — void an invoice
  • Change approved invoices — edit invoices that have already been approved
  • Change posted invoices — edit invoices that have already been posted
  • Change sync setting — toggle whether an invoice syncs to accounting software
  • Export invoices — export invoice data
  • Export invoice allocations — export the allocation breakdown
  • Import invoices — import invoices from spreadsheet
  • View / Add / Edit / Delete invoice email templates — manage email templates used when sending invoices
  • View / Add / Edit / Delete invoice document templates — manage document templates used for invoice PDFs

Leave

Base permissions (apply to the user’s own leave):

  • View leave — see own leave records
  • Add / Edit / Delete leave — manage own leave requests
  • Decide own — approve your own leave (self-approval)
  • View allowances — see own leave allowances

Hierarchical permissions extend access beyond the user’s own leave. Each of the following actions can be granted at one or more scope levels:

  • View — see other users’ leave
  • Decide — approve or reject other users’ leave requests

Scope levels:

  • Own staff — leave of users this person manages
  • Own department — leave in the user’s department and accessible departments
  • Any — all leave system-wide (except own — that always requires “Decide own”)

Additional leave permissions:

  • View / Add / Edit / Delete leave types — manage the available leave types
  • Add / Edit / Delete allowances — manage leave allowances for users
  • Export leave — export leave data
  • Export allowances — export leave allowance summary
  • Import leave — import leave records from spreadsheet
  • View / Add / Edit / Delete leave email templates — manage email templates used for leave notifications

Payments

  • View payments — see payment records
  • Add / Edit / Delete payments — manage payment records
  • View / Add / Edit / Delete payment methods — manage available payment methods
  • Export payments — export payment data
  • Import payments — import payments from spreadsheet

Permission Groups

Groups themselves have their own permissions, controlling who can configure the permission system.

  • View / Add / Edit / Delete groups — manage permission groups and which permissions each group contains

Projects

  • View projects — see the project list and detail pages
  • Add / Edit / Delete projects — manage project records
  • View financials — see project financial summary (values, costs, margins)
  • View hours — see hours recorded against the project
  • View quote — see the quote overview
  • View quote items — see individual quote items within a project
  • View tasks — see tasks assigned to the project
  • Export projects — export the project list
  • Export hours — export hours breakdown
  • Export tasks — export tasks for a project
  • Export quote items — export quote item data for a project
  • Export PPR (any) — export project performance report for all projects
  • Export PPR (own projects) — export PPR for projects you manage
  • Export PPR (own department) — export PPR for your department’s projects
  • Import projects — import projects from spreadsheet
  • View / Add / Edit / Delete project categories — manage project categories
  • View / Add / Edit / Delete project sources — manage enquiry/lead sources
  • View / Add / Edit / Delete project confirmations — manage order confirmation types
  • View / Add / Edit / Delete abandoned reasons — manage reasons for abandoning a project
  • View / Add / Edit / Delete project email templates — manage email templates used for project-related emails
  • View / Add / Edit / Delete project document templates — manage document templates used for exported project documents (proposals, reports)
  • View / Add / Edit / Delete project report templates — manage Excel report templates for projects

Quote Items

  • View quote items — see quote item list and details
  • Add / Edit / Delete quote items — manage quote items
  • View financials (any) — see financial data for all quote items
  • View financials (own department) — see financial data for your department’s items only
  • Override lock — edit quote items that have been locked
  • Change closed status — open or close quote items
  • Export quote items — export quote item data
  • View / Add / Edit / Delete costs — manage cost breakdown on quote items
  • View / Add / Edit / Delete cost categories, groups, and options — manage the reusable cost library
  • View / Add / Edit / Delete status records — manage progress/valuation records on quote items
  • Manage quote item templates — add, edit, and delete reusable quote item templates
  • Import quote item templates — import templates from spreadsheet

Schedule

  • View schedule — access the schedule (resource) view

Suppliers

  • View suppliers — see the supplier list and details
  • Add / Edit / Delete suppliers — manage supplier records
  • Export suppliers — export supplier data
  • Import suppliers — import suppliers from spreadsheet

Tasks

  • View tasks — see task list and details
  • Add / Edit / Delete tasks — manage tasks
  • View assignments — see who is assigned to tasks
  • Add / Edit / Delete assignments — assign users to tasks
  • Mark done (own assignments) — mark your own assignments as complete
  • Mark done (own project) — mark assignments complete on projects you manage
  • Mark done (any) — mark any assignment as complete
  • Export tasks for project — export tasks of a specific project
  • View / Add / Edit / Delete task types — manage available task types
  • View / Add / Edit / Delete task email templates — manage email templates for task notifications (assigned, done, etc.)

Users

Covers user accounts, profiles, qualifications, and pay rates.

  • View users — see the user list
  • Add / Edit / Delete users — manage user accounts
  • Import users — import users from spreadsheet
  • View users from other orgs — see users across all orgs you have access to, not only your primary org
  • Assign permission groups — assign groups to users (limited to groups you belong to, unless you have “Assign all groups”)
  • Assign all groups — assign any group to any user, regardless of your own membership
  • View profiles — see user profile details (department, manager, contact details, etc.)
  • Add / Edit / Delete profiles — manage user profiles
  • Export profiles — export the active users list
  • Can impersonate — impersonate another user for support/debugging (additional checks apply)
  • View / Add / Edit / Delete qualifications — manage user qualifications
  • View / Add / Edit / Delete qualification files — manage certificate and qualification file attachments
  • View / Add / Edit / Delete user rates — manage cost and billing rates over time
  • View user rate cost — see the cost-per-hour value on user rates
  • View user rate billing — see the billing-per-hour value on user rates

Cross-cutting permissions

Some permissions follow the same pattern across many modules. Rather than listing them per module, the patterns are documented here.

Tags

Tags can be attached to items in most modules (projects, tasks, clients, contacts, invoices, payments, purchase orders, expenses, equipment, suppliers, quote items). Each module has its own tag permissions: View / Add / Edit / Delete tags.

Filter Sets

Filter sets are saved search/filter configurations per module. Each module that supports filter sets has its own permissions: View / Add / Edit / Delete filter sets. Filter sets are personal by default, but can be shared at department or org level depending on visibility.

User-Defined Field (UDF) Schemas

UDF schemas define custom fields that can be added to entities. Each module that supports UDFs has its own schema permissions (e.g. client UDF schema, project UDF schema, task UDF schema): View / Add / Edit / Delete UDF schemas. All users who can view a record can also see and fill in any UDF values on it.

Comments

Most entities (projects, tasks, equipment, expenses, quote items) support comments with file attachments. Each module has its own permissions: View / Add / Edit / Delete comments and View / Add / Edit / Delete comment files.

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