# Roles and actions: who can do what

Find the authority, authentication and review conditions for a task, with links to the working procedure.

Source: https://help.smartfact.ai/manuals/checkstation/roles-and-actions

Review edition: 25 October 2026

Roles: owner, author, reviewer, supervisor, operator, viewer

Use this reference for the real site. **Or** means either role is sufficient for the named action. **Plus** means the same person needs both the role and the additional authority. A requirement for another person is stated separately. Accounts grants and the local site assignment must both allow the role.

**Recent authentication** means completing the Accounts second factor within the last five minutes. Ordinary sign-in checks still apply to the other rows. Current site state, commercial admission, record revisions and any active holds can also refuse an otherwise permitted action.

## Choose the task and authority

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Prepare local people and stations | Owner | Recent authentication for local assignments, station changes and setup. Owner administration does not grant inspection or quality disposition. | [Procedure](/manuals/checkstation/site-setup) |
| Save an inspection plan or adopt its proposal | Author | Use approved methods and independent expected selections; save the exact revision before proof. | [Procedure](/manuals/checkstation/author-inspection-plans) |
| Run plan proof | Author or Reviewer | Proves the saved method and selection cases, not actual physical measurements. | [Procedure](/manuals/checkstation/proof-and-approval) |
| Approve a definition needing expert approval | Reviewer | Recent authentication and independence from plan contributors. Read the actual expert statement; approval revises the draft and requires new proof. | [Procedure](/manuals/checkstation/proof-and-approval) |
| Approve and activate a plan | Reviewer | Recent authentication, unchanged current passing proof and no saved-draft contribution to that plan. Holding another role cannot remove contributor exclusion. | [Procedure](/manuals/checkstation/proof-and-approval) |
| Withdraw a plan release | Reviewer | Recent authentication and reason. Affected open or released work receives its specific barrier. | [Procedure](/manuals/checkstation/proof-and-approval) |
| Prepare an instrument qualification reference | Author | Upload the actual source and exact supported method, unit, range and validity. Preparation is not approval. | [Procedure](/manuals/checkstation/instrument-references) |
| Approve that instrument reference | Reviewer | Recent authentication and a different person from its preparer. The exact retained file and current revision are checked. | [Procedure](/manuals/checkstation/instrument-references) |
| Revoke an instrument | Reviewer or Supervisor | Recent authentication and reason. Retained history remains; affected use is restricted. | [Procedure](/manuals/checkstation/instrument-references) |
| Register exact unit context or accept its import | Supervisor | Use current source revision and a reviewed preview. Registration starts no inspection. | [Procedure](/manuals/checkstation/register-unit-context) |
| Acquire a station, start and record readings | Operator or Supervisor | Current station lease, reviewed selection and physical unit confirmation. Exact readings use the specified unit and precision. | [Procedure](/manuals/checkstation/start-an-inspection) |
| Take over station control or resume under another station | Operator or Supervisor | Recent authentication for takeover or changed station control, current occupancy and reason where requested. Earlier control is invalidated. | [Procedure](/manuals/checkstation/station-problems) |
| Attach required inspection evidence | Operator or Supervisor | Current attempt and inspected retained file. Attachment is distinct from any required Supervisor acceptance. | [Procedure](/manuals/checkstation/inspection-evidence) |
| Review attached evidence | Supervisor | Recent authentication and a reasoned decision on the exact clean file while the inspection is in progress. | [Procedure](/manuals/checkstation/inspection-evidence) |
| Request a transcription correction | Operator or Supervisor | Identify the original reading and exact intended entry. A new physical measurement needs a full retest. | [Procedure](/manuals/checkstation/transcription-corrections) |
| Approve a transcription correction | Supervisor | Recent authentication and current attempt revision. The native action allows the same person to request and approve; it retains the original. | [Procedure](/manuals/checkstation/transcription-corrections) |
| Complete the inspection | Operator or Supervisor | All required records must exist. Completion can retain nonconforming work in a held disposition. | [Procedure](/manuals/checkstation/failures-and-release) |
| Authorise a full retest | Supervisor | Recent authentication and reason. A successor repeats every selected check and retains the earlier attempt. | [Procedure](/manuals/checkstation/full-retests) |
| Resolve an earlier failure and separately release conforming work | Supervisor | Recent authentication. Resolve against the conforming full successor where required; release needs completed conforming work, valid references and no active hold. No concession release is available. | [Procedure](/manuals/checkstation/failures-and-release) |
| Read retained results, current unit records and inspection evidence | Operator or Supervisor or Viewer | Use the permitted record and exact result version; a historical PDF is not permanent release permission. | [Procedure](/manuals/checkstation/history-and-reports) |
| Prepare, download and acknowledge a complete site archive | Owner | Recent authentication and exact current archive/hash. Supervisor authority alone does not grant this archive operation. | [Procedure](/manuals/checkstation/archive-recovery-and-closure) |
| Drain, close or record technical restore review | Owner | Recent authentication. Closure needs no unresolved blockers and a current acknowledged archive; restore review returns to draining rather than releasing units. | [Procedure](/manuals/checkstation/archive-recovery-and-closure) |
| Allow or withdraw an exact OrderRun evidence read | Owner | Real site and recent authentication. Exact registered namespace, unit, revision and context hash; no inspection or release action follows. | [Procedure](/manuals/checkstation/evidence-read-permissions) |

## Use the right independent person

Plan and instrument approval have explicit actor exclusions. Routine evidence review, transcription correction and quality disposition each have their own checks; do not apply the instrument's two-person rule to every action. A Supervisor can also perform station work directly, but must acquire its current control and record the actual unit. The [worked inspection](/manuals/checkstation/worked-inspection) preserves the difference between failure, full retest and release.