Organise roles and access

Access design starts with the work a person needs to do. A sales manager, partner agency, finance colleague and buyer do not need the same view of the operation. REX-OPS brings these workflows together while keeping role and record boundaries part of the setup.

Define responsibilities first

List the teams using the workspace and the records they need. Separate viewing information from changing it. For example, someone coordinating a buyer update may need to read a payment schedule without being authorised to change financial records.

• Internal sales: assigned enquiries, deals, activity and relevant inventory.
• Operations: project and unit information and cross-team coordination.
• Finance and legal: records needed for their document and payment responsibilities.
• Partners: the inventory and customer registrations shared with their organisation.
• Buyers: the information released for their own transaction.

These are planning examples. The exact role names and available permission controls depend on the configuration of your workspace.

Assign access deliberately

Use named accounts and assign each person the minimum access needed for their role. Keep administrative access limited to the people responsible for configuration. Agree who can approve partner access and changes to financial or legal permissions.

Before granting wider visibility to solve a missing-data problem, check the record's owner, project association and publication state. Broader access may expose unrelated information without addressing the underlying record issue.

Verify the receiving view

An administrator seeing a record does not establish what a partner or buyer can see. Check a representative account for each role during onboarding and after material permission changes.

1. Confirm that the intended records are visible.
2. Confirm that unrelated projects and personal information are excluded.
3. Check that an action requiring additional rights is unavailable to that role.
4. Record who approved the access and why it is needed.

Keep access current

Review accounts when someone changes team, a partner agreement ends or a project closes. Remove access through the agreed administrative process and reassign active work so it does not become ownerless. Review privileged accounts periodically with the business owner.

When to ask for help

If a role sees information it should not, stop sharing through that account and contact your workspace administrator. Provide the account role, record reference and the action that exposed the issue. Use an approved secure channel for sensitive examples and omit passwords, access keys and unnecessary personal details.

See partner collaboration and buyer access for the external workflows, or read the security overview.