User Roles
ApprovIQ uses role-based access control to manage what each person can do within a project. Each user has exactly one role per project.
Role Overview
Approver
The Approver is the project owner — typically a building certifier, engineer, fire safety practitioner, or other construction professional who needs to verify and approve documentation.
Key responsibilities:
- Creates and configures the project
- Defines the approval list requirements
- Reviews submitted documents
- Changes item statuses (Satisfied, Request for Info, Not Applicable)
- Stamps approved documents with professional credentials
- Invites co-approvers, collaborators, and the applicant
Applicant
The Applicant is the person submitting documents for approval — typically a builder, developer, or project manager.
Key responsibilities:
- Uploads documents against approval list items
- Responds to Requests for Info with revised documents
- Communicates with the approver via comments
- Tracks approval progress
- Invites collaborators to help with document preparation
Co-approver
A Co-approver assists the approver with review responsibilities. This role is useful when multiple certifiers need to collaborate on a project — for example, when different specialists review different item categories.
Key capabilities:
- Reviews documents and changes item statuses
- Stamps approved documents
- Manages approval list items (add, edit, reorder)
- Views all project information and history
Limitations:
- Cannot manage invitations (co-approver, collaborator, or applicant)
- Cannot edit project settings
- Cannot access Draft projects (only active and completed)
Collaborator
A Collaborator is an external party with limited access — for example, a subconsultant who needs to upload a specific report, or a project manager who needs visibility.
Key capabilities:
- Views the project and approval list
- Uploads documents
- Adds comments on approval list items
Limitations:
- Cannot change item statuses
- Cannot stamp documents
- Cannot manage any project settings or invitations
Permissions Matrix
| Action | Approver | Applicant | Co-approver | Collaborator |
|---|---|---|---|---|
| View active project | Yes | Yes | Yes | Yes |
| View draft project | Yes | — | — | — |
| View completed project | Yes | — | Yes | — |
| Edit project settings | Yes | — | — | — |
| Manage approval list items | Yes | — | Yes | — |
| Upload documents | Yes | Yes | Yes | Yes |
| Change item status | Yes | Yes | Yes | — |
| Stamp documents | Yes | — | Yes | — |
| Add comments | Yes | Yes | Yes | Yes |
| Invite co-approvers | Yes | — | — | — |
| Invite collaborators | Yes | Yes | — | — |
| View audit trail | Yes | Yes | Yes | Yes |
Anonymous Access
Approvers can optionally enable anonymous access for a project, which allows anyone with the project link to view it without signing in. Anonymous users can see the project details and approval list but cannot upload documents, change statuses, or add comments.
Role Assignment
- The person who creates a project is automatically the Approver
- The Applicant is assigned when invited during project creation
- Co-approvers and Collaborators are invited by the approver (or applicant, for collaborators) and must accept their invitation
- A user can have different roles on different projects — for example, you could be an Approver on one project and a Collaborator on another