Users
Roles & Permissions

Roles & Permissions

Astalty has four user roles: Administrator, Manager, Team Member, and Support Worker. Each role has a default set of permissions. Some permissions marked with ⚙ can be customised per-user or per-role in your account settings.

There is also an Auditor role which is a read-only version of Team Member with access to user records and HR details.

Dashboard & Home

Permission	Admin	Manager	Team Member	Support Worker
Team Dashboard	✅	✅	✕	✕
Finance Dashboard	✅	✅ ⚙	✕	✕
Home Page	✅	✅	✅	✕

Tasks

Permission	Admin	Manager	Team Member	Support Worker
Task Board	✅	✅	✅	✕
View, Create, Update & Delete Tasks	✅	✅	✅	✕
Delegate Tasks	✅	✅	✕ ⚙	✕
Update Tasks Owned by Others	✅	✅	✕	✕
Reassign Tasks	✅	✅	✕	✕
View Task Invoices	✅	✅	✕	✕
Override Charge Price	✅	✅	✅ (non-contractors)	✕

Calendar

Permission	Admin	Manager	Team Member	Support Worker
View & Manage Events	✅	✅	✅	✕
Manage Calendar Events for Other Users	✕ ⚙	✕ ⚙	✕	✕
External Calendar Integration	✅	✅	✅	✕

Participants

Permission	Admin	Manager	Team Member	Support Worker
View All Participants	✅	✅	✅ ⚙	✕
View Assigned Participants (My Participants)	✅	✅	✅	✕
View Limited Participant Detail	✅	✅	✅	✅
Create Participants	✅	✅	✅	✕
Create Participants for Other Users	✅	✅	✕	✕
Update Participants	✅	✅	✅	✕
Delete Participants	✅	✅	✅	✕
Archive Participants	✅	✕	✕	✕
Update Coordinator	✅	✅	✅	✕
Update Information Items	✅	✅	✅	✕
View Participant Invoices	✅ ⚙	✕ ⚙	✕ ⚙	✕

NDIS Plans & Services

Permission	Admin	Manager	Team Member	Support Worker
View Plans & Services	✅	✅	✅	✕
Create Plans	✅	✅	✅	✕
Update Plans	✅	✅	✅ ⚙	✕
Delete Plans	✅	✅	✅	✕
Create Services	✅	✅	✅ ⚙	✕
Update Services	✅	✅	✅ ⚙	✕
Delete Services	✅	✅	✅ ⚙	✕
Implementations (full access)	✅	✅	✅	✕
Budgets (full access)	✅	✅	✅	✕

Participant - Goals, Alerts, Risks & Records

Permission	Admin	Manager	Team Member	Support Worker
Goals (full access)	✅	✅	✅	✕
Alerts (full access)	✅	✅	✅	View only
Risks (full access)	✅	✅	✅	✕
Records (full access)	✅	✅	✅	✕
Documents (full access)	✅	✅	✅	✕
Participant Tags - Create	✅	✅ ⚙	✅ ⚙	✕
Participant Tags - Update	✅	✅ ⚙	✅ ⚙	✕
Tags - Delete	✅	✅	✕	✕
Preferences	✅	✅ ⚙	View only	View only
Compatibility	✅	✅	✅	✕
Generate Templates	✅	✅	✅	✕
Sensitive Invoice Settings	✅	✅	✕	✕

eSignatures

Permission	Admin	Manager	Team Member	Support Worker
Access eSignatures Module	✅ ⚙	✕ ⚙	✕ ⚙	✕
Create Signature Requests	✅ ⚙	✅ ⚙	✅ ⚙	✕
Create for Team Members	✅ ⚙	✕	✕	✕
Manage Signature Requests for Others	✕ ⚙	✕	✕	✕
Delete Signed Requests	✅ ⚙	✕	✕	✕

Incidents

Permission	Admin	Manager	Team Member	Support Worker
View All Participant Incidents	✅	✅	✕	✕
View Scoped Participant Incidents	✅	✅	✅	✕
Create Participant Incidents	✅	✅	✅	✕
Update & Archive Participant Incidents	✅	✅	✕	✕
View Staff Incidents	✅	✕	✕	✕
Create Staff Incidents	✅	✅	✅	✕
Update & Archive Staff Incidents	✅	✕	✕	✕
Manage Incident Categories	✅	View only	View only	View only

Referrals

Permission	Admin	Manager	Team Member	Support Worker
View All Referrals	✅	✅	✕	✕
View Assigned Referrals	✅	✅	✅	✕
Create, Update & Archive	✅	✅	✕	✕

Feedback

Permission	Admin	Manager	Team Member	Support Worker
View All Feedback	✅	✅	✕	✕
View Assigned Feedback	✅	✅	✅	✕
Create, Update & Archive	✅	✅	✕	✕

Reports - Participants

Permission	Admin	Manager	Team Member	Support Worker
Utilisation	✅	✅	✕	✕
Plans	✅	✅	✕	✕
Birthdays	✅	✅	✕	✕
Participant Alerts	✅	✅	✅	✕
Participant Goals	✅	✅	✅	✕
Participant Records	✅	✅	My only	✕
Participant Risks	✅	✅	✅	✕
Participant Documents	✅	✕	✕	✕
Participant Incompatibility	✅	✅	✕	✕

Reports - Team

Permission	Admin	Manager	Team Member	Support Worker
My Billable Hours	✅	✅	✅	✕
My Billables	✅	✅	✅	✕
My Billable Charges	✅	✕	✕ ⚙	✕
Team Billable Hours	✅	✅	✕	✕
Team Billables	✅	✅	✕	✕
User Records Report	✅ ⚙	✕	✕	✕
Capacity Report	✅	✕	✕	✕
Staff Birthdays	✅	✕	✕	✕

Reports - Finance

Permission	Admin	Manager	Team Member	Support Worker
Billable Charges Report	✅ ⚙	✅ ⚙	✕	✕
Staff Payments Report	✅ ⚙	✕	✕	✕

Reports - Tasks

Permission	Admin	Manager	Team Member	Support Worker
All Tasks Report	✅	✅	✕	✕
My Tasks Report	✅	✅	✅	✕

Reports - Sites

Permission	Admin	Manager	Team Member	Support Worker
All Sites Records Report	✅	✕	✕	✕
My Sites Records Report	✅	✅	✕	✕

Permission	Admin	Manager	Team Member	Support Worker
View, Create & Update Plan Managers	✅	✅	✅	✕
Archive Plan Managers	✅	✕	✕	✕
Bulk Reassign Plan Managers	✅	✕	✕	✕
Plan Manager Tags	✅	✅	View only	✕
View, Create & Update Organisations	✅	✅	✅	✕
View All Organisations	✅	✅	✅ ⚙	✕
Organisation Tags	✅	✅	Create & Update only	✕
View All Contacts	✅	✅	✅ ⚙	✕
Create, Update & Delete Contacts	✅	✅	✅	✕

Resources

Permission	Admin	Manager	Team Member	Support Worker
View All Resources	✅	✅	✅	✕
Create & Update Resources	✅	✕	✕	✕
Resource Tags	✅	✅	View only	View only

Finance

Permission	Admin	Manager	Team Member	Support Worker
Access Finance Module	✅ ⚙	✅ ⚙	✕	✕
Direct Charges	✕ ⚙	✕ ⚙	✕	✕
Recurring Direct Charges	✕ ⚙	✕ ⚙	✕	✕
Staff Payment Batches	✅ ⚙	✕	✕	✕
Staff Payment Settings	✅ ⚙	✕	✕	✕
Cost Codes	✅	✕	✕	✕
Timesheet Batches	✅ ⚙	✕	✕	✕

Scheduling

Permission	Admin	Manager	Team Member	Support Worker
Access Scheduling Module	✅	✕ ⚙	✕	✕
View All Shifts	✅	✅ ⚙	✕	✕
View Own Shifts	✅	✅	✅	✅
Clock In/Out (if rosterable)	✅	✅	✅	✅
Report Unscheduled Travel	✅	✅	✅	✅
Create, Update & Delete Shifts	✅	✅ ⚙	✕	✕
Manage Shift Status	✅	✅ ⚙	✕	✕
Shift Approvals	✅	✅ ⚙	✕	✕
Shift Board	✅	✅ ⚙	✕	✕
Supports (full access)	✅	✅ ⚙	✕	✕
Group Supports	✅	✅ ⚙	✕	✕
Support Notes - Own	✅	✅	✅	✅
Support Notes - All	✅	✅ ⚙	✕	✕
Support Charges	✅ ⚙	✅ ⚙	✕	✕
Scheduling Costs	✕ ⚙	✕	✕	✕
Cancellation Reasons	✅	View only ⚙	✕	✕
Charge Item Sets	✅	View only	✕	✕
Public Holidays	✅	View only ⚙	✕	✕
Activities	✅	✅ ⚙	✕	✕
Pay Groups	✅	✕	✕	✕

Availability

Permission	Admin	Manager	Team Member	Support Worker
View All Availability	✅	✅ ⚙	✕	✕
Manage Others' Availability	✅	✅ ⚙	✕	✕
View Own Availability	✅	✅	✅	✅
Create Own Availability	✅	✅	✅	✅

Forms

Permission	Admin	Manager	Team Member	Support Worker
Manage Forms	✅	✕	✕	✕
Form Submissions	✅	✕	✕	✕
Form Submission Requests	✅	✕	✕	✕

Notes

Permission	Admin	Manager	Team Member	Support Worker
View Note Revisions	✅	✅	✕	✕
Edit Notes Created by Others	✅	✕	✕	✕

Documents & Templates

Permission	Admin	Manager	Team Member	Support Worker
Document Categories - Create	✅	✅ ⚙	✅ ⚙	✕
Document Categories - Update	✅	✕ ⚙	✕ ⚙	✕
Document Categories - Archive/Restore	✅	✕	✕	✕
Provider Document Templates	✅	✕	✕	✕
Note Templates	✅	View only	View only	✕

Notifications (Create & Manage)

Permission	Admin	Manager	Team Member	Support Worker
All Notification Types	✅	View only	✕	✕
User Record Notifications	✅	✕	✕	✕

Exports

Permission	Admin	Manager	Team Member	Support Worker
Access Exports Module	✅	✕	✕	✕
Login History Export	Owner only	✕	✕	✕

Chat

Permission	Admin	Manager	Team Member	Support Worker
Create & Manage Channels	✅	✕	✕	✕
Send Messages	✅	✅	✅	✅
Edit & Delete Own Messages	✅	✅	✅	✅
Delete Others' Messages	✅	✕	✕	✕
Message Managers	✅	✅ ⚙	✅ ⚙	✅ ⚙
Message Team Members	✅	✅ ⚙	✅ ⚙	✅ ⚙
Message Support Workers	✅	✅ ⚙	✅ ⚙	✅ ⚙

SMS

Permission	Admin	Manager	Team Member	Support Worker
SMS Inbox Access	✅ ⚙	✕ ⚙	✕ ⚙	✕

Sites

Permission	Admin	Manager	Team Member	Support Worker
View All Sites	✅	✕	✕	✕
View Managed Sites	✅	✅	✕	✕
Create & Delete Sites	✅	✕	✕	✕
Update Sites	✅	✅	✕	✕
Site Tags	✅	View only	✕	✕
Site Records	✅	✅	✕	✕
Site Record Types & Notifications	✅	View only	✕	✕
Site Forms & Participants	✅	✅	✕	✕

Users & User Management

Permission	Admin	Manager	Team Member	Support Worker
View All Users	✅	✅	✕	✕
View Admin Detail	✅	✕	✕	✕
View Manager Detail	✅	✕	✕	✕
View Team Member Detail	✅	✅	✕	✕
Create Users	✅ ⚙	✕	✕	✕
Update Users	✅	✕	✕	✕
Delete Users	✅	✕	✕	✕
Restrict / Deactivate / Reactivate	✅	✕	✕	✕
Update Roles & Permissions	✅	✕	✕	✕
Manage Permissions for Admin Users	✕ ⚙	✕	✕	✕
Update User Groups	✅	✕	✕	✕
Update Own Details on Web	✅	✅	✅	✕
Update Bank Details	✅ ⚙	✕	✕	✕
Update Financial Details	✅	✕	✕	✕
Manage HR Details	✕ ⚙	✕	✕	✕
User Documents & Generated Docs	✅ ⚙	✕	✕	✕
User Notes	✅ ⚙	✕	✕	✕
User Records - Own	✅	Create only	Create only	Create only
User Records - Manage for Others	✕ ⚙	✕	✕	✕
Auditor Assignment	✅	✕	✕	✕
Disable Own 2FA	⚙	⚙	⚙	⚙

Settings

Permission	Admin	Manager	Team Member	Support Worker
View & Update Settings	✅	✕	✕	✕
Charge Items	✅	View only	View list only	✕
Information Items	✅	View only	View only	✕
User Groups	✅	View list only	View list only	✕
Teams	✅	View only, can be leader	✕	✕
Record Types (Participant & User)	✅	View only	View only	✕
Imports	✅	✕	✕	✕

Account Owner Only

Permission	Admin	Manager	Team Member	Support Worker
Billing & Subscription	Owner only	✕	✕	✕
API Keys	Owner only	✕	✕	✕
Webhooks	Owner only	✕	✕	✕
Self-Serviceable Features	Owner only	✕	✕	✕
Update Account Ownership	Owner only	✕	✕	✕
Manage 2FA for Other Users	Owner only	✕	✕	✕
Update Own/Admin Permissions	Owner only	✕	✕	✕

Other

Permission	Admin	Manager	Team Member	Support Worker
My Billable Hours Widget	✅	✅	✅	✕

Legend

✅ = Access granted by default
✕ = No access
⚙ = Configurable — this permission can be toggled on or off per-user or per-role in your account's permission settings.
Owner only = Restricted to the Account Owner

Configurable Permissions Reference

The following section explains what each configurable permission (⚙) does when enabled, including what additional features it unlocks. There are two types:

Per-user permissions — toggled individually for a specific user on their profile permissions page
Per-role permissions — toggled for all users of a given role under Settings > Permissions

Administrator — Per-User Permissions

These permissions can be toggled on or off for individual Admin users.

Permission	Default	What It Does
Create Users	ON	Allows creating and inviting new users to the account. Also allows reactivating deactivated users. When disabled, the admin cannot add new team members. ↑ Matrix
User Records - Manage for Others	OFF	Allows viewing and managing user records across all users, not just their own. Also unlocks: User Records Report, and the ability to create, update, and delete User Record Types in Settings. ↑ Matrix
Access eSignatures Module	ON	Grants access to the eSignatures module. Also unlocks: creating, updating, and deleting signature requests; managing owned signatures; creating signatures for team members; and deleting signed requests. ↑ Matrix
Manage Signature Requests for Others	OFF	Allows viewing and managing signature requests created by other users. Requires: eSignatures access must also be enabled. ↑ Matrix
Access Finance Module	ON	Grants access to the Finance module. Also unlocks: Finance Dashboard, Staff Payments module, View Participant Invoices, Update Bank Details, Billable Charges Report, Staff Payment Batches and Settings, and Timesheet Batches. ↑ Matrix
Direct Charges	OFF	Allows creating and managing direct charges and recurring direct charges. Requires: Access Finance Module must also be enabled. ↑ Matrix
Manage HR Details	OFF	Allows viewing and managing HR details for users. Also unlocks: User Documents & Generated Docs, and User Notes. ↑ Matrix
Manage Calendar Events for Other Users	OFF	Allows creating and managing calendar events on behalf of other users. ↑ Matrix
Manage Scheduling Costs	OFF	Allows managing scheduling cost items and site cost items. ↑ Matrix
Manage Permissions for Admin Users	OFF	Allows editing the roles and permissions of other Admin users. The Account Owner's permissions can never be edited. ↑ Matrix
SMS Inbox Access	ON	Grants access to the two-way SMS inbox. Requires: the SMS feature must be enabled for your account. ↑ Matrix

Manager — Per-User Permissions

These permissions can be toggled on or off for individual Manager users.

Permission	Default	What It Does
Access Finance Module	ON	Grants access to the Finance module. Also unlocks: Finance Dashboard, Billable Charges Report, and View Participant Invoices (if also enabled at role level). ↑ Matrix
Access eSignatures Module	OFF	Grants access to the eSignatures module and the ability to create and manage their own signature requests. ↑ Matrix
Access Scheduling Module	OFF	Grants access to the Scheduling module. Also unlocks: View All Shifts, Create/Update/Delete Shifts, Manage Shift Status, Shift Approvals, Shift Board, Supports and Group Supports (full CRUD), Support Notes - All, Support Charges, Cancellation Reasons (view), Public Holidays (view), Activities, View All Availability, and Manage Others' Availability. ↑ Matrix
Direct Charges	OFF	Allows creating and managing direct charges and recurring direct charges. Requires: Access Finance Module must also be enabled. ↑ Matrix
Manage Calendar Events for Other Users	OFF	Allows creating and managing calendar events on behalf of other users. ↑ Matrix
SMS Inbox Access	OFF	Grants access to the two-way SMS inbox. Requires: the SMS feature must be enabled for your account. ↑ Matrix

Manager — Role-Level Permissions (all Managers)

These permissions apply to all Manager users and can be toggled under Settings > Permissions.

Permission	Default	What It Does
Document Categories - Create	ON	Allows all Managers to create new document categories. ↑ Matrix
Document Categories - Update	OFF	Allows all Managers to update existing document categories. ↑ Matrix
Participant Tags - Create	ON	Allows all Managers to create new participant tags. ↑ Matrix
Participant Tags - Update	ON	Allows all Managers to update existing participant tags. ↑ Matrix
View Participant Invoices	OFF	Allows all Managers to view invoices on participant profiles. ↑ Matrix

Team Member — Per-User Permissions

These permissions can be toggled on or off for individual Team Member users.

Permission	Default	What It Does
View All Participants	ON	When enabled, the user can see all participants. When disabled, they can only see participants assigned to them. Also affects: participant alert, goal, and risk reports for all participants; plan manager participant visibility; organisation participant visibility; and contact participant visibility. ↑ Matrix
Delegate Tasks	OFF	Allows the user to delegate tasks to other users. ↑ Matrix
Access eSignatures Module	OFF	Grants access to the eSignatures module and the ability to create and manage their own signature requests. ↑ Matrix
Update Plans	ON	Allows the user to update participant NDIS plans. ↑ Matrix
Update Services	ON	Allows the user to update participant plan services. Note: creating and deleting services can also be restricted at the role level for all Team Members. ↑ Matrix
My Billable Charges	OFF	Allows the user to view their own billable charges report under Reports. ↑ Matrix
SMS Inbox Access	OFF	Grants access to the two-way SMS inbox. Requires: the SMS feature must be enabled for your account. ↑ Matrix

Team Member — Role-Level Permissions (all Team Members)

These permissions apply to all Team Member users and can be toggled under Settings > Permissions.

Permission	Default	What It Does
View All Contacts	ON	Allows all Team Members to view all contacts in the directory. When disabled, they cannot browse the contacts list. ↑ Matrix
View All Organisations	ON	Allows all Team Members to view all organisations in the directory. When disabled, they cannot browse the organisations list. ↑ Matrix
Create Services	ON	Allows all Team Members to create new services under participant NDIS plans. ↑ Matrix
Delete Services	ON	Allows all Team Members to delete services from participant NDIS plans. ↑ Matrix
Document Categories - Create	ON	Allows all Team Members to create new document categories. ↑ Matrix
Document Categories - Update	OFF	Allows all Team Members to update existing document categories. ↑ Matrix
Participant Tags - Create	ON	Allows all Team Members to create new participant tags. ↑ Matrix
Participant Tags - Update	ON	Allows all Team Members to update existing participant tags. ↑ Matrix
View Participant Invoices	OFF	Allows all Team Members to view invoices on participant profiles. ↑ Matrix
View Other Team Members' Calendars	OFF	Allows all Team Members to view other team members' calendars. ↑ Matrix
View All Notes and Tasks	ON	Allows all Team Members to see every note and task across the organisation. When off, visibility falls back to the user-group option below. ↑ Matrix
View Notes and Tasks for Their User Group	ON	When "View all notes and tasks" is off, also lets Team Members see notes and tasks owned by others in their user group. ↑ Matrix

Other Configurable Permissions

Permission	Default	What It Does
Disable Own 2FA (all roles)	⚙	Controlled by a provider-level setting, not per-user. When the provider allows users to disable their own 2FA, all users of any role can do so. Account Owners can always disable their own 2FA. ↑ Matrix
Message Managers / Team Members / Support Workers	ON	Per-role override controlling which roles a user can send direct messages to (Managers, Team Members, and/or Support Workers). Defaults to ON for all messaging targets. ↑ Matrix

Command Palette

Roles & Permissions