Why manage access for contractors?
Managing access for contractor workers from each company in your organization helps ensure secure collaboration and protects your organization’s data in SafetyCulture. When you add contractor companies to your organization, their workers are added as users in guest seats, which means they will have limited access across the platform. They can only view items directly assigned to them, such as onboarding workflows, helping prevent access to internal data like templates, inspections, actions, or issues that are not related to their role.
By managing contractor access, company managers can ensure that only authorized workers have visibility over specific data in the organization, maintaining data security and allowing contractors to safely and effectively perform their roles without compromising internal operations.
Best practices for working with contractors
Prepare your organization before working with contractors
Before inviting contractor workers to your organization, it’s important to set up your organization first by managing what they can access. This ensures contractors can view what they need without compromising visibility or control over your organization’s data.
Start by managing default template and inspection access in your organization, which helps you control who can access newly created templates without manually adjusting permissions each time. You can configure this depending on how much you want to limit visibility, whether to template creators only, or to automatically provide access to all users, including contractors you add to your organization.
Configure access across the platform
After setting up your default template and inspection access, review how access is managed across the platform. Use the table below as a quick reference for where and how access is managed for each feature.
Feature | How access is managed | How to limit access |
|---|---|---|
Actions | Actions created in inspections and inspection reportsfollow the access rules of the associated inspection.Users assigned to the action are automatically given access. Standalone actionsareaccessible to all users in your organization by default.You canconfigure access for standalone actionsfrom the action settings page. | Set the inspection’s access rules to share results only withspecific users or groups. Set standalone actions to be visible tosite membersorcollaboratorsonly. |
Analytics | Dashboardscan be shared with groups or anyone in the organization withtype: embedded-entry-inline id: 1vtUlD6jlTFX0ud5C9rXK3. | Share dashboards only withrelevant groups with "View"access level. |
Assets | Assetsare accessible to everyone in the organization by default, but access can also be restricted based on auser's site membership. | Set asset access bysite membershipto limit visibility to relevant sites. |
Documents | Accesscan bemanaged at both the folder and file levels. Subfolders and files inherit access from their parent folder by default. | Grant access only tospecific users or groups, and override inherited folder access when needed. |
Heads Up | Assign heads upsto specific users, groups, or sites. | Assign only torelevant users, groups, or sites. |
Inspections | Access to inspections is managed at the individual inspection level.Inspection accesscan be shared with users or groups and assigned different access levels. | Share inspections only withrelevant users or groupsand configure their access levels as needed. |
Investigations | Access to investigationsis managed per investigation and can be shared with users who haveVieworEditaccess. | Share investigations only withrelevant users. |
Issues | Issue accessis managed throughIssue Categorysettings, where you can control who can report, view, or edit issues by user, group, or site. | Configure issue categories to give access only torelevant users, groups, or sites. |
Templates | Access is managed at the template level usingaccess rules, where you can controlwhich users and groups can conduct inspections. | Restrict template access toselected users, groups, or sites. |
Training | Courses can be assignedtospecific users, groups, sites, or everyone in your organization. | Choose"Only selected"when assigning a course to target onlyrelevant users, groups, or sites. |
