Roles & Permissions

Astalty has four user roles: Administrator, Manager, Team Member, and Support Worker. Each role has a default set of permissions, and two markers show where a default can be changed:

• ⚙ Per-user — toggled for an individual user on their profile's Permissions tab (Users > [user] > Permissions). See Updating Roles and Permissions.
• 👥 Whole role — toggled for every user with that role at once under Settings > Permissions on the Premium plan. See Role Permissions.

There is also an Auditor role — a strictly read-only role based on Team Member. Auditors gain visibility of user records, user documents and HR details for compliance review, but lose the Calendar, Tasks, Directory and Forms modules and can never create, update or delete anything.

Dashboard & Home

Tasks

Calendar

Participants

† Admins and Managers see participant invoices when they have Finance module access (⚙). The 👥 role toggle grants invoices to Managers or Team Members without Finance access.

NDIS Plans & Services

Participant - Goals, Alerts, Risks & Records

† Managers get full Preferences access together with Access Scheduling Module (see Scheduling).

eSignatures

† Comes with Access eSignatures Module for that user — not a separate toggle.

Incidents

Referrals

Feedback

Reports - Participants

† Requires the Participant Retention feature to be enabled for your account.

Reports - Team

† Requires the Scheduling add-on. Managers see it when they have Scheduling access. ‡ Requires the Employment Details report feature (Premium) plus Scheduling, and the per-user Manage HR Details permission (off by default). Editing from the report also needs permission to update HR details. § Unlocked by the per-user User Records - Manage for Others permission (off by default).

Reports - Finance

Reports - Tasks

† Requires the Note Flagging feature to be enabled. Admins see all flagged notes; Managers see those assigned to them.

Reports - Sites

Directory

Resources

Finance

Scheduling

† Managers only when Access Scheduling Module is enabled for them — a per-user toggle that is off by default. Scheduling access unlocks these permissions as a group; they can't be toggled individually, and there is no whole-role scheduling toggle.

Availability

† Managers only when Access Scheduling Module is enabled for them (per-user toggle, off by default) — unlocked together with the Scheduling permissions above.

Forms

Notes

Documents & Templates

Notifications (Create & Manage)

Exports

Chat

‡ Configurable role-wide via the who-can-message-who matrix under Settings > Chat — not on the Role Permissions page.

SMS

Sites

Users & User Management

† Controlled by a single account-level security setting that only the Account Owner can change; it is unavailable while 2FA is enforced for the account. Account Owners can always disable their own 2FA.

Settings

† Requires the Scheduling feature. ‡ Requires the Regions feature to be enabled for your account.

Account Owner Only

Other

Legend

• ✅ = Access granted by default
• ✕ = No access by default
• ⚙ = Configurable per-user — toggled for an individual on their profile's Permissions tab (Users > [user] > Permissions)
• 👥 = Configurable for the whole role — toggled under Settings > Permissions (Premium plan)
• 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's Permissions tab (see Updating Roles and Permissions)
• Whole-role permissions (👥) — toggled for all users of a given role under Settings > Permissions on the Premium plan (see Role Permissions)

Administrator — Per-User Permissions

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

Manager — Per-User Permissions

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

Manager — Whole-Role Permissions (👥)

These permissions apply to all Manager users and can be toggled under Settings > Permissions. This is the complete list for Managers on that page — the only other role-wide toggles are the chat messaging permissions under Settings > Chat.

Team Member — Per-User Permissions

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

Team Member — Whole-Role Permissions (👥)

These permissions apply to all Team Member users and can be toggled under Settings > Permissions. This is the complete list for Team Members on that page — the only other role-wide toggles are the chat messaging permissions under Settings > Chat.

Other Configurable Permissions