Understanding User Roles in ERM Libryo Assess

ERM Libryo Assess uses role-based access to control what each person in your organisation can see and do on the platform. Getting the right role assigned to each user matters: it keeps sensitive data secure, keeps assessments moving efficiently, and makes sure the right people are accountable for the right steps in your compliance and assurance process.

This article explains the four user roles available in ERM Libryo Assess, what each one is designed for, and how to decide which role fits a given member of your team. It's intended for both new users getting familiar with the platform and existing users reviewing or updating access.

Why roles matter

• Security: sensitive organisational data and configuration settings are only available to the people who need them.
• Accountability: clear separation between who gathers evidence, who runs assessments, and who certifies outcomes.
• Efficiency: users only see the entities, portfolios, and tools relevant to their part of the process, reducing clutter and confusion.
• Governance: external parties, such as auditors, can be given exactly the access they need, and no more.

The four user roles

There are four types of user access in ERM Libryo Assess. Each is designed around a different responsibility in the assessment lifecycle, from platform administration through to final certification.

Admin

Full access to the application

Admins manage the entire platform. They create entities and portfolios, set up assessments, and control user access and configuration settings. This role suits people managing operations and compliance programmes.

Best for: Compliance managers, operations leads, and platform owners who need full oversight and control.

Member

Access to specified entities and/or portfolios

Members can perform assessments, record observations, upload documents, and manage action items within the entities and portfolios they've been assigned. This role suits operational staff or team leads responsible for executing assessment tasks.

Best for: Site managers, EHS coordinators, and team leads carrying out day-to-day assessment work.

Contributor

Adds files and photos to assessments

Contributors primarily add files and photos as supporting evidence during assessments, without broader editing or management rights. This role is best for field personnel or contractors providing supporting evidence.

Best for: Field personnel, on-site staff, or contractors who gather evidence but don't manage the assessment itself.

Certifier

Read-only and commenting access to specific entities and/or portfolios

Certifiers validate and confirm compliance outcomes by reviewing completed assessments and confirming standards are met. This role is ideal for auditors or external reviewers tasked with certification and verification.

Best for: Internal or third-party auditors and external reviewers who sign off on completed work.

Choosing the right role for your team

A useful way to think about roles is to follow the lifecycle of an assessment: it's set up and configured (Admin), carried out (Member), supported with evidence from the field (Contributor), and finally reviewed and signed off (Certifier). Most organisations will have a small number of Admins, a larger group of Members carrying out day-to-day work, Contributors as needed for field-based evidence gathering, and Certifiers brought in at the review stage, whether internal or external.

Good to know 💡

Access can be scoped to specific entities and/or portfolios for Members, Contributors, and Certifiers. This means you can safely bring in external auditors or contractors without giving them visibility across your entire organisation. 

Frequently asked questions

Can one person hold more than one role?

Roles are assigned per user, and a person can be given different roles on different entities or portfolios if their responsibilities vary across parts of the organisation. Speak with your Admin if you need access adjusted.

Which role should external auditors be given?

Certifier is designed for this. It gives read-only and commenting access to specific entities or portfolios, so an external reviewer can validate outcomes without being able to change underlying assessment data.

What's the difference between a Member and a Contributor?

Members can create, edit, and manage assessments and action items within their assigned entities and portfolios. Contributors have a narrower role: they add supporting files and photos to an assessment but cannot edit or manage it.

Who can I contact if I'm not sure which role I need?

Reach out to your organisation's ERM Libryo Assess Admin, or contact the Customer Success Support team, who can help map roles to your team's responsibilities.

Permissions at a glance

The table below sets out what each role can do across account management, assessment execution, assessment management, action items, and data and reporting. Use it as a quick reference when deciding which role to assign, or when troubleshooting why a user can't see or do something in the platform.