ERM Libryo User Types

Learn about ERM Libryo user types and follow all relevant steps and instructions for Admin users, including user management, password resets, and navigating advanced platform settings.

Last updated: 09 Apr 2025

User Types

ERM Libryo currently offers two types of users: Admin Users and General Users.

• General Users have access to all standard Libryo features. This includes the Applicability module, where legal requirements for a site are determined, and the Requirements module, which serves as the site’s legal register. They also receive legal updates, can create tasks, access Drives, and, if their organization is subscribed, use the Actions module for compliance management and reporting. While General Users can engage fully with Libryo’s core tools, they do not have permissions to manage user access or system settings.
• Admin Users, on the other hand, are typically key personnel such as EHS compliance leads, site managers, directors, or senior SHEQ officers. In addition to everything available to General Users, Admins can add or remove users, track whether users have read legal updates, access advanced Applicability options, and review the change history of applicability questions. Admin Users hold elevated permissions that allow them to manage user roles and key configuration settings across the platform.

If you are unsure whether you are an Admin User, you can check your permissions by accessing the Org Settings section in the platform. If you do not see this option, it likely means you are a General User. In that case, and if you need Admin-level access to perform certain actions such as adding new users, you should reach out to an Admin User within your team. If you’re not sure who that is, or if no Admin is available, feel free to contact the Libryo support team and we’ll be happy to help.

Admin Org Settings - Managing Users

How to Access the Org Settings

Admin users can access the Org Settings console, which allows them to manage users directly. Key features include adding new users, removing existing users, reactivating deactivated users, and assigning users to specific teams configured during the onboarding phase.

1. As an Admin user, click Org Settings at the bottom of the module list in your left-hand menu.

2. A new window will open, displaying the Org Settings panel.

How to Create a Team

1. Navigate to the Teams section in the left-hand menu.

2. Click on Create in the top right corner of the screen.

3. Enter the team's Title and the Organisation. Click Save to create the team.

4. To add users to the team, go to the team page, click the plus sign, and search for users to add them to the team.

How to Add a New User

1. Select Users from the left menu bar, then click Create User in the top right corner of the screen.

2. Enter the required details and click Save. After saving, the system will automatically send a Welcome Email to the new user to activate their profile and set a password.

How to Add an User to a Team

Assign the new user to the appropriate site by adding a pre-defined team to their profile.

1. Go to the Users section in the left menu, use the search bar to find the user, and click on their name to open their profile.

2. Click the plus sign on the right side of the screen.

3. Start typing in the search bar to bring up a list of available teams. Select the relevant team(s) for the user.

How to Add a Libryo Stream to a Team

1. Navigate to the Teams section in the left-hand menu and click on the team you want to add the Libryo Stream to.

2. Go to the Libryo Streams tab and click the plus sign to add a Libryo Stream to the team.

3. Select the Libryo Stream(s) you want to add to the team. 

How to Deactivate/Reactivate a User

• Deactivating Users

1. Go to the Users tab, search for the user you want to deactivate, and check the box next to their name. A new button will appear under the Users heading.

2. Click the drop-down arrow on this button and select Deactivate User(s) from the list of options.

• Reactivating Users

If a user does not sign in to the platform for six months, Libryo will automatically deactivate their account for security reasons. When this happens, the user will no longer have access to the platform. To restore access, you can easily reactivate the user by following the steps below:

1. Go to the Users tab, search for the user you want to reactivate, and check the box next to their name.

2. Click the drop-down arrow on the button that appears and select Resend Welcome Email.

3. The system will send a new registration email to the user, prompting them to sign in and set a new password.

How to Reset a Password

If a user forgets their password, they can click the Forgot Password link on the login page to reset it themselves. Admin users can also assist with resetting passwords via the Org Settings.

1. Go to the Users tab, search for the user who needs a password reset, and click on their name.

2. Scroll down to the bottom of the user’s profile page and click Generate Password Reset Link.

3. The system will create a reset link, which you can then share with the user to reset their password.

Admin Org Settings - Drives

Creating or Hiding Site-Specific Drive Folders

In the Drives menu, Admin users will see a plus button. Click on this button to add a new Drive folder for all sites. Simply enter a name for the folder and click Save.

Additionally, Admin users can hide existing folders if they don’t align with the organization’s naming conventions.

Updates Module - Checking User Read Status for Updates

Admin users can check the “read” status of each individual user for a specific update, per site. To access this overview:

1. Click on the Updates module in Libryo and select the update you want to review.

2. Scroll to the bottom of the page and click on Read and Understood Status.

A list of users for the selected site will be displayed, showing their status:

• Red – Unread
• Orange – Read
• Green – Read and Understood

Applicability Module - Requirements & Change History

Admin users can access both the Requirements and Change History tabs:

• The Requirements tab displays all the legal requirements included in your register. Here, you can remove any legislation you deem irrelevant or add legislation you consider relevant, based on recommendations from the Libryo team.
• The Change History tab provides a record of any changes made to the applicability questions for a specific site.

To view your Requirements tab:

1. Click on Applicability in the left-hand menu.

2. Select the Requirements tab next to the Applicability Questions tab.

3.  Review the list of legal requirements, select the ones you want to adjust, and use the dropdown menu above the list to choose either Add to Stream® or Remove from Stream®

To view your Change History tab:

1. Click on Applicability in the left-hand menu.

2. Select the Change History tab at the top of the screen.

3. Review the detailed log of all changes made to the applicability questions.

Have any questions?