# 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/toolcustody/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 site access, stations and positions | Owner | Use the intended real site. Access changes and the relevant setup controls retain their own authentication checks. | [Procedure](/manuals/toolcustody/site-setup) |
| Maintain borrower contacts | Supervisor | Contacts describe custody recipients. A borrower badge supplies identity evidence, not an application role or sign-in. | [Procedure](/manuals/toolcustody/site-setup) |
| Save asset, task and suitability references | Author | Save the exact draft and approved engineering facts; drafting creates no verified physical custody. | [Procedure](/manuals/toolcustody/references-and-approval) |
| Prove the saved draft | Author or Reviewer | Review independently expected outcomes and current position dependencies. Proof does not activate. | [Procedure](/manuals/toolcustody/references-and-approval) |
| Activate references | Reviewer | Recent authentication. Where distinct review is required, the actor must differ from both original author and last editor; enrolled review controls still apply. | [Procedure](/manuals/toolcustody/references-and-approval) |
| Confirm opening or reviewed custody | Supervisor | Recent authentication and actual asset, condition, location or loan evidence. A reference release alone leaves new assets unverified. | [Procedure](/manuals/toolcustody/opening-custody) |
| Issue a tool | Operator or Supervisor | Active authorised station, current exact preview, physical handover and eligibility covering the whole declared use interval. | [Procedure](/manuals/toolcustody/issue-a-tool) |
| Record an ordinary return or actual restow | Operator or Supervisor | Active authorised station and exact current loan or asset. Return review and current checks determine whether restow is allowed. | [Procedure](/manuals/toolcustody/returns-and-restow) |
| Review returned condition | Supervisor | Recent authentication. Review does not physically restow the tool or automatically clear independent holds. | [Procedure](/manuals/toolcustody/returns-and-restow) |
| Declare lost or disputed custody; reconcile a found asset | Supervisor | Recent authentication and the required reason or physical evidence. Found reconciliation also needs an authorised station. | [Procedure](/manuals/toolcustody/holds-and-discrepancies) |
| Submit service evidence | Supervisor | Retain the actual inspected source, exact scope and dates. Submission remains pending review. | [Procedure](/manuals/toolcustody/service-evidence) |
| Accept, reject or revoke service evidence | Supervisor plus current service-review permission | Recent authentication and retained evidence review. This is additional local permission, not the Reviewer role; native review does not automatically require a different submitter. | [Procedure](/manuals/toolcustody/service-evidence) |
| Hand over for service or record a service return | Supervisor plus current service-review permission | Recent authentication, active authorised station and real service custody evidence. This is separate from an eligible operational issue. | [Procedure](/manuals/toolcustody/service-evidence) |
| Review asset holds | Supervisor | Recent authentication and the specific physical resolution. Service acceptance alone does not clear damage or custody barriers. | [Procedure](/manuals/toolcustody/holds-and-discrepancies) |
| Start or close a spot check | Supervisor | Choose the declared scope and retain observations and discrepancies; closing does not rewrite custody. | [Procedure](/manuals/toolcustody/spot-checks) |
| Record a spot-check or unexpected observation | Operator or Supervisor | Active authorised station and the actual observed asset and position. An observation does not silently transfer custody. | [Procedure](/manuals/toolcustody/spot-checks) |
| Read ordinary asset history | Author or Reviewer or Supervisor or Operator or Viewer | Private original service files have separate Supervisor controls. Current qualification status is not unrestricted access to those originals. | [Procedure](/manuals/toolcustody/history-and-documents) |
| Prepare supported identity or status PDFs | Supervisor | Select the exact asset and document kind. Current permitted readers can download prepared records under their own permissions. | [Procedure](/manuals/toolcustody/history-and-documents) |
| Prepare a complete export | Owner or Supervisor | Recent authentication. This administrative export exception does not grant ordinary operational access. | [Procedure](/manuals/toolcustody/history-and-documents) |
| Review restored custody | Supervisor | Recent authentication and current physical snapshot; service qualifications also require the service-review permission where applicable. | [Procedure](/manuals/toolcustody/recovery-and-closure) |
| Review restored references | Reviewer | Recent authentication and retained approved references/proof. This is separate from the custody review. | [Procedure](/manuals/toolcustody/recovery-and-closure) |
| Drain, close or reopen the checked site | Owner | Recent authentication. Restore reopening requires current custody and reference reviews and retained-evidence checks. | [Procedure](/manuals/toolcustody/recovery-and-closure) |
| Allow or withdraw WorkSteps task-readiness permission | Owner | Recent authentication, active approved task and explicit current actor-to-borrower mappings. This does not issue a tool or enable a connection. | [Procedure](/manuals/toolcustody/readiness-permissions) |

## Arrange service review explicitly

Giving someone Reviewer does not make them a service reviewer. The responsible administrator must arrange the current service-review permission for the Supervisor who will review actual qualification evidence. The same person may hold Author, Reviewer and Supervisor roles, but the site's distinct-reference-review rule and enrolled reviews still apply to the particular release. Use the [worked tool](/manuals/toolcustody/worked-tool) when handing a damaged return to the next shift.