Right access for the right person.

Who team roles are for

Team roles are for any business with more than one person involved in maintenance, compliance or asset management — even if that "team" is the owner plus one part-time helper plus an occasional contractor. The aim is simple: give each person enough access to do their job, no more, and keep a clear record of who did what.

What usually goes wrong with shared logins

• Everyone shares one account and one password. When something is changed, nobody knows who did it.
• A contractor is given the same login as the owner because there's no easy way to limit them. They see everything, including things they shouldn't.
• When a staff member leaves, the password gets changed and everyone scrambles to update it. Some people don't, and the new account becomes the shared one.
• Accountability is fuzzy. "Did anyone check the extinguishers last month?" has no clean answer.

How Ample Control helps

Each person gets their own account and a role that matches their responsibilities. Owners control billing and the workspace. Admins manage assets, schedules and team. Members do the day-to-day work — logging services, completing checks, uploading documents — within the scope they're assigned. Viewers see the records without being able to change them.

On top of that, every asset can have an explicit owner. Reminders go to that person. Accountability lives on the asset, not in someone's head.

Practical examples across different businesses

Small gyms

The owner is Owner. The duty manager and head of fitness are Admins. Instructors are Members who can log faults and run checks. The cleaning contractor is a Member with access to their checklists only. The accountant is a Viewer.

Independent workshops

The workshop manager is Admin. The engineers are Members assigned ownership of specific machines. An external LOLER inspector is given temporary Member access during their visit and revoked when they leave.

Lettings businesses

The lettings agent is Admin. Property managers are Members, each owning the properties they manage. A trusted contractor is a Member limited to their assigned work. The landlord can be invited as a Viewer if they want visibility.

A simple example workflow

1. Invite each teammate by email and assign them a role.
2. Assign owners to your assets so reminders go to the right person.
3. People do their day-to-day work — each action is logged against them.
4. When someone leaves or a contractor finishes a job, revoke their access. The history they created remains in the audit log.
5. On handover, the new person picks up the asset ownership and continues without losing context.

What good role hygiene looks like

• No shared logins, ever
• One named owner per significant asset
• Contractors are Members or Viewers, not Admins
• Revoke access on the day someone leaves
• Review the user list quarterly
• Use the activity log when something is unclear

Related features

• Maintenance reminders — go to the assigned owner, not a generic inbox.
• Asset tracking — per-asset ownership lives on the register.
• Exports — audit logs and activity exports for management review.

Related industries and use cases

• Gyms
• Staff certificates
• Certificate renewal tracking

See plan limits for users on pricing, or start free and invite your team.