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Understanding chemical inventory permissions
Who is this article for?
Chemical inventory administrators who want to learn about chemical inventory permissions.
Administrator permissions are required.
The Chemical Management System (CMS) uses a flexible permission model, enabling administrators to control how users access and manage chemical inventories.
1. Understanding the permission structure
Permissions in CMS are managed at two levels:
- Site Roles – Apply across the entire site and override any roster-level permissions
- Roster Roles – Apply only to inventories associated with a user's assigned roster(s)
This layered structure provides flexibility in defining who can view, edit, or fully manage chemical records based on their operational role.
2. Reviewing permission tiers
CMS includes four main permission tiers:
| Permission Level | Description | Common use case |
|---|---|---|
| None | No access to chemical inventory data. | Users who do not handle chemicals (e.g., administrative staff). |
| View Only | Read-only access. Can view details, print labels, and email inventory reports. | Fire marshals, safety officers, or auditors who need visibility but not editing rights. |
| Limited Editing | Can edit container details, record dispenses, transfers, and disposals. | Lab managers or area custodians responsible for day-to-day management. |
| Full Editing | Complete control, including the ability to edit chemical profiles, compliance thresholds, and hazard information. | EHS administrators or chemical program managers. |
3. Controlling chemical creation permissions
Administrators can set a minimum permission level required for adding new chemicals to the inventory. This helps prevent:
- Unauthorised users from entering incomplete or inaccurate data
- Duplication of chemical records or safety data sheets (SDS)
For example, you might restrict new chemical entry to users with Limited Editing or higher permissions to maintain data quality and compliance.
4. Recognising the benefits of the permission framework
This structured approach helps your organisation:
- Protect sensitive data – Limit visibility of restricted or proprietary materials
- Distribute responsibilities appropriately – Assign editing rights to trusted personnel
- Maintain accurate records – Support reliable data for inspections and compliance audits
With the correct permissions in place, your chemical inventory stays secure, accurate, and audit-ready.