Reference
Match the user to the right scope
RotationGrid gives each user a role, and each role applies to a platform, an organisation, or a set of programmes. This page gives you a quick comparison so you can explain who manages the platform, who manages an organisation, and who runs day-to-day planning.
How the role model works
A user can hold organisation-level access, programme-level access, or platform-level access.
Platform adminis platform-wide.Organisation adminapplies across one organisation.Programme manager (TPD)is the training programme director role for selected programmes. This manual calls it TPD.
Role summary
This table shows the practical meaning of each role in the current product.
| Role | Scope | Main purpose |
|---|---|---|
| Platform admin (RotationGrid staff) | All organisations and programmes | Run the service, maintain the shared specialty setups, and support organisations |
| Organisation admin | One organisation | Manage users, programmes, local setup, and restore workflows |
| Programme manager (TPD) | Assigned programmes | Maintain programme setup, plan placements, manage trainees, review validation, and run operational reporting |
About platform admins
Platform admins are RotationGrid staff. They run the service, maintain the shared specialty setups that new programmes start from, and can open any organisation to support it. Your organisation does not assign this role.
What organisation admins can do
Organisation admins control the setup for one organisation.
- manage users and programme memberships
- create and update programmes
- edit organisation details
- manage local programme templates
- restore deleted records when the relevant restore permissions apply
What training programme directors can do
TPDs focus on day-to-day planning and delivery inside assigned programmes.
- manage trainees and placements
- initialize or adjust
Programme Setupfor assigned programmes - work in
Capacity Grid - review
Reports & Gaps - respond to validation warnings
- manage ARCP events
- export workbook data
Permission boundaries that matter most
Users often confuse role scope with screen visibility. These are the boundaries that matter most in practice.
- Only platform admins can manage the shared
Blueprintslibrary. - Organisation admins manage users for their own organisation only.
- Programme planning always stays tied to the selected programme.
- Restore permissions vary by record type — trainees, placements, and sites each have a separate restore permission.
- Backup operations depend on the admin console capability.
Org Reportis available to users with user management access — organisation admins and platform admins. It covers every programme in the organisation, so a programme manager does not see it.- Programme managers can initialize and maintain the local
Programme Setupfor their assigned programmes.
Two-factor authentication
Every account can add an authenticator app. Accounts that manage other people's data are asked to, because those three roles can see and change trainee records.
Set it up in Account Settings → Two-factor authentication:
- Choose
Set up. A QR code and a key appear. - Scan the QR code with an authenticator app, or type the key in if your app cannot scan.
- Enter the six-digit code your app shows, then choose
Turn on. - Save the ten recovery codes on the next screen.
After that, signing in asks for a code from your app as well as your password.
- The recovery codes appear once, on screen. Save them somewhere safe.
- They are never sent by email, and nobody can show them to you again.
- Each code works once, and only for releasing a lost authenticator.
The three roles that are asked to turn this on are platform admin, organisation admin and programme manager. A user with read-only access is not.
A simple decision guide
Use this quick guide if you are deciding which role a user needs.
- Choose organisation admin when the user manages access, programmes, and local setup for one organisation.
- Choose programme manager when the user runs the placement plan for one or more programmes and may need to maintain the local setup for those programmes.
Next steps
Open the role guide that matches the user's main responsibility, or use troubleshooting when access does not behave as expected.