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User Management

How to add, update, deactivate, and manage permission roles for users across your Oculo account.

Overview

Oculo uses a permission role system to control what each user can see and do across your account and sites. Permission roles are defined at the account level and can be applied to users either across all sites, or on a site-by-site basis.

Key principle

You can only create or edit users with permission levels equivalent to or lower than your own. You cannot grant permissions you don’t have yourself.

This applies to both creating new users and editing existing ones.

 

Permission roles

By default, every Oculo account has five permission roles. Your account administrator can edit most of these or create additional roles to suit your organisation.

Role

What this user can do

Editable?

Super Admin

Full admin of all features and all sites. The highest permission level. Can assign Super Admin to other users.

No

Admin (Default)

Full admin of all features. Can manage users, sites, and all platform functionality.

Yes

User (Default)

View and edit access to all standard features. Cannot manage users or account settings.

Yes

User + User Management

Same as User, plus the ability to add and manage other users.

Yes

Scan view only

Can view scans only. No access to issue management, settings, or user management.

Yes

Super Admin assignment

Super Admin can only be assigned by another Super Admin or by Oculo support when account is initially created. If you need a Super Admin role set up on your account, contact help@oculo.ai.

 

How permissions apply across sites

A user’s permission role can be set at two levels, and the rules for how they interact are important to understand:

Account-level permissions

Granting a permission role at the account level means the user has that role across all sites on the account - including any sites added in the future. Use this for users who need consistent access everywhere, such as a project director or a company-wide admin.

Site-level permissions

Granting a permission role at the site level means the user has that role only on the specified site. You can give the same user different roles on different sites. Use this for users whose access should be scoped to specific projects - such as a site manager, project manager, or QS.

When both apply

If a user has both an account-level permission and a site-level permission, the site-level permission takes precedence for that site.

For any sites where no site-level permission has been granted, the account-level permission applies.

 

Adding a new user

Permission required: User Management = Admin (at site or account level)

  1. Click the circle with your initial in the top right of the screen
  2. Click User Management
  3. Click Add new user

  4. Fill in the user’s details: Full name, email address, and job title (closest match from the dropdown).

     

  5. Select the permission role and level: Choose whether to apply the role at account level (all sites) or at one or more specific sites. You can select multiple sites from the list.

    💡 You can only assign roles equivalent to or lower than your own permission level.

  6. Click Add user. You will see a ‘User created successfully’ confirmation message. The new user appears in the user list and will receive their activation email shortly.

  7.  

    The new user will receive an activation email from help@oculo.ai. Advise them to check their spam folder if they don’t receive it within a few minutes. 

💡 ⚠️  Each email address must be unique across Oculo. If the user already has an Oculo account on another site, you may not be able to see their existing account if you do not have access to their site - see the Common issues section below.

 

Updating a user’s permissions

Permission required: User Management = Admin (at site or account level)

  1. Click the circle with your initials in the top right of the screen
  2. Click User management
  3. Find the user: Use the search bar or filters to locate the user in the list
  4. Click the three dots at the end of the user’s row, then click Edit
  5. Update the user’s details or permission role as needed, then click Save changes

💡 You can only edit permissions to a level equivalent to or lower than your own

 

Deactivating a user

Permission required: User Management = Admin (at site or account level)

Deactivating a user removes their access to Oculo. Use this when someone leaves the project or organisation. Deactivated users cannot log in, but their historical data (scans they uploaded, issues they created) remains intact on the platform.

  1. Click the circle with your initials in the top right of the screen
  2. Click User management
  3. Find the user: Use the search bar or filters to locate the user in the list
  4. Click the three dots at the end of the user’s row, then click Deactivate

💡 The user’s access is removed immediately. They will not receive a notification that their account has been deactivated.

 

Managing permission roles

Permission required: User Management = Admin (account level only)

The Permissions Management page shows all permission roles defined for your account and the permission level per feature and module. You can edit existing roles, create new ones, or clone a role as a starting point.

Getting to Permissions Management

  1. Click the circle with your initials in the top right of the screen
  2. Click User management
  3. Click Permissions management

 

 

What you can do from here

Action

How

Notes

Create a new role

Click + Create role permissions

Build a role from scratch by setting permission levels per module.

Edit an existing role

Click the pencil icon

Only available for editable roles. Super Admin and some defaults cannot be edited.

Clone a role

Click the copy icon

Creates a duplicate you can then edit. Useful when a new role is similar to an existing one.

Delete a role

Click the red dustbin icon

Only available for deletable roles. Roles currently assigned to users cannot be deleted.

 

What permissions mean

Feature None View only Add/Edit Admin
Scan upload Cannot upload scans - Can upload new scans -
Scans No access to scans Can view all scans Can edit scan scan details -
3D model No access to 3D model Can view 3D model Can upload 3D models -
Issues No access to issues Can view  issues assigned to them Can view all issues and create new ones Can update or delete any issues
Progress No access to progress Can view progress Can add or update progress assessments Can add or update schedule and configure activities
User management No access to user management - -

Can create and edit user permissions

Can add and edit permission roles (account elvel)
Site management No access to site management - - Can upload floor plans, create areas, edit site information

 

Permission roles and integrations

If your account is integrated with Autodesk or Procore and using SSO, Oculo automatically assigns permission roles to users based on their role in the integrated system:

Role in integrated system

Oculo role assigned

Admin

Admin (Default)

User

User (Default)

Customising SSO-assigned roles

The Admin (Default) and User (Default) roles can be edited in Permissions Management. Any changes you make to these roles will apply to all users assigned via SSO.

This gives you control over exactly what SSO users can do in Oculo without having to manage each user individually.

 

Common issues

User email address must be unique error

This means a user account already exists in Oculo for that email address - most likely on another site that you don’t have visibility of. You may not be able to see that existing account depending on your own permission level.

  • Contact your accoutn admin to confirm the user’s existing account status and get the appropriate access set up
  • Do not create a second account for the same user with a different email address - this causes duplicate user records and cannot be merged

New user hasn’t received their activation email

The activation email is sent from help@oculo.ai immediately after the user is created. If they haven’t received it:

  1. Ask them to check their spam or junk folder for an email from help@oculo.ai
  2. If it’s not there, you can reset their account to trigger a new activation email - find them in User Management, click the three dots, and select the resend option
  3. If the problem persists, contact help@oculo.ai with the user’s email address

I can’t assign a permission role I need

You can only assign permission roles that are equivalent to or lower than your own. If you need to assign a higher permission level than you currently hold, ask a Super Admin or contact help@oculo.ai.

 

Last updated: 6th April 2026