# Roles, actions and additional checks

Separate configuration approval, material contributions, component release and destination approval before assigning work.

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

Review edition: 25 October 2026

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

Use this reference to arrange the actual people and permissions needed for a recovery. Configuration review, permission to dismantle, permission to reuse, component assessment and destination approval are separate decisions. Combining role names does not make a person independent of their own earlier contribution.

## Read the permission terms

OR means either listed role is sufficient for the role check. AND means both grants are required for the described combined responsibility. All actions still require the correct organisation, site assignment, current sign-in, recovery state and applicable admission. Floor actions need current station control held under the acting person's identity.

Recent verification means a second-factor check within the last five minutes. The table marks actions that require that fresh evidence rather than assuming every floor action prompts for it. Owner alone has no component-release, recovery or fitting authority.

## Match the task to its authority

| Task | Who | Additional conditions | Related guide |
| --- | --- | --- | --- |
| Set up people and named stations | Owner | Real-site administration and current Accounts grants. Assignment changes cannot create a missing central role. | [Site and stations](/manuals/reclaimstation/site-and-stations) |
| Create a physical location | Owner | Recent verification; choose its real purpose, such as receiving, hold, assessment or released storage. | [Site and stations](/manuals/reclaimstation/site-and-stations) |
| Take station control and record floor work | Operator OR Supervisor | Current station lease. Supervisor can perform these recovery floor tasks without additionally holding Operator. | [Station problems](/manuals/reclaimstation/station-problems) |
| Receive a returned unit | Operator OR Supervisor | Actual receipt location and exact unit/return identities; unknown model facts stay unknown. | [Receive a return](/manuals/reclaimstation/receive-a-return) |
| Establish missing model identity or classify a return | Supervisor | Recent verification and checked source evidence. Known model values are not overwritten through the missing-identity action. | [Receive a return](/manuals/reclaimstation/receive-a-return) |
| Record dismantling and reuse permission | Supervisor | Recent verification and actual permission evidence. The two permissions can differ. | [Receive a return](/manuals/reclaimstation/receive-a-return) |
| Draft or submit a template or reuse policy | Author | Exact complete method or policy and current draft revision. Submission freezes the version for review. | [Templates](/manuals/reclaimstation/templates) |
| Approve and activate that configuration | Reviewer | Recent verification; reviewer must not be a contributor to that version. Automation-enrolled versions retain their additional exact review workflow. | [Policies and examples](/manuals/reclaimstation/policies-and-examples) |
| Return submitted configuration to its author or withdraw a policy | Reviewer | Recent verification and recorded reason; use the specific configuration workflow. | [Policies and examples](/manuals/reclaimstation/policies-and-examples) |
| Start recovery and record actual components or position findings | Operator OR Supervisor | Dismantling permission, matching approved method and an open recovery job; one actual finding per position. | [Recover components](/manuals/reclaimstation/recover-components) |
| Decide what remains of the source unit | Supervisor | Recent verification and source-disposition evidence before the recovery job can close. | [Recover components](/manuals/reclaimstation/recover-components) |
| Report or independently resolve an unconfirmed fitting | Operator OR Supervisor reports; a different Supervisor resolves | Preserve the exact started operation. Resolution needs recent verification, independent evidence and actual recovery into held storage for fresh checks. | [Recovery follow-up](/manuals/reclaimstation/recovery-follow-up) |
| Prepare an identity label or recovery report | Operator OR Supervisor for operational labels; Owner also for location labels; Supervisor OR Reviewer OR Viewer for recovery reports | Reporting authority alone does not grant floor printing. Printing and supervised reprint retain their separate checks. | [Labels and reports](/manuals/reclaimstation/labels-and-reports) |
| Submit a component assessment | Operator OR Supervisor | Applicable approved method, complete exact observations and required component evidence. This creates no release. | [Assess a component](/manuals/reclaimstation/assess-a-component) |
| Release a component | Supervisor | Recent verification and passing current assessment. Reviewer role alone does not release actual stock. The releasing person must be independent of relevant intake, permission, recovery, identity, assessment and supporting-evidence contributions. | [Release a component](/manuals/reclaimstation/release-a-component) |
| Prepare a destination requirement | Supervisor in the office interface | Preserve exact unit, slot, part revision and supported recovered-use permission. | [Reserve and install](/manuals/reclaimstation/reserve-and-install) |
| Approve the destination requirement | Supervisor | Recent verification; the approver must differ from its creator. Both permission and its reference must be present. | [Reserve and install](/manuals/reclaimstation/reserve-and-install) |
| Reserve or start installing a component | Operator OR Supervisor | Current approved destination, exact part revision, usable location, current independent release, valid checks and matching policy; no conflicting hold or occupied slot. | [Reserve and install](/manuals/reclaimstation/reserve-and-install) |
| Confirm installation or confirm nothing was fitted | Operator OR Supervisor | An exact started operation and actual physical outcome. Confirmation rechecks current eligibility; abort returns held work for fresh checking. | [Reserve and install](/manuals/reclaimstation/reserve-and-install) |
| Move or remove a component | Operator OR Supervisor | Actual custody and permitted location. Removal retains installation history and requires new checks and independent release. | [Holds and removal](/manuals/reclaimstation/holds-corrections-and-removal) |
| Place a safety hold or open a source concern | Operator OR Supervisor | Record the actual concern and exact affected identity. A hold is not a disposal or identity correction. | [Holds and removal](/manuals/reclaimstation/holds-corrections-and-removal) |
| Resolve an ordinary concern hold | Supervisor | Recent verification and a person different from the hold's placer. Assessment, restore and incident holds use their own workflows. | [Holds and removal](/manuals/reclaimstation/holds-corrections-and-removal) |
| Request and approve an identity correction | Supervisor for each action | Recent verification. Another Supervisor approves the request; identity checks, new assessment and release remain required. | [Holds and removal](/manuals/reclaimstation/holds-corrections-and-removal) |
| Upload import candidates | Owner for locations; Author for parts; Supervisor for returns, requirements or ReclaimBench | Reviewer may read retained part previews but cannot upload them. Adoption into held stock is a separate Supervisor action with recent verification. | [Imports](/manuals/reclaimstation/imports) |
| Reconcile a restore or declare an unresolved discrepancy | Supervisor | Recent verification and witnessed evidence. Resolving an earlier discrepancy requires a different Supervisor from its declaring actor. | [Exports and recovery](/manuals/reclaimstation/exports-and-recovery) |
| Record site recovery review or change admission state | Owner | Recent verification. Declared unresolved component custody can remain held after site review; component and incident gates are not waived. | [Exports and recovery](/manuals/reclaimstation/exports-and-recovery) |
| Prepare a complete site export | Owner OR Supervisor | Recent verification, real-site scope and private archive. Export is separate from releasing stock or reopening admission. | [Exports and recovery](/manuals/reclaimstation/exports-and-recovery) |

## Choose independent reviewers

A Supervisor who supplied return permission, intake facts, recovery observations, identity correction or assessment evidence may be excluded from releasing the component. Use another eligible Supervisor who did not contribute to those material facts. The template Reviewer is a separate responsibility and does not become the component releaser merely by approving the method.

The destination's creator also needs a different Supervisor to approve that requirement. One independent person can perform more than one permitted decision only when each decision's own contributor checks still pass. Never infer that changing from Operator to Supervisor on the same account removes the contribution history.