Delegated Administration (OnTrack)

Delegated Administration is a comprehensive permissions model for OnTrack checklists, moving away from "all or nothing" administrative access. It allows clients to create granular, location-based administrative roles for managing checklist templates and schedules. This is critical for supporting large, decentralized organizations and franchise models.

Key Terms

• Checklist Scope: An authoritative, location-based boundary that defines the only locations where a checklist can be created or scheduled.
• Associated Role & Locked Audience: A governance mechanism borrowed from the LMS that restricts who can administer a checklist based on the creator's role.
• OnTrack Manager Group: A group within the OnTrack Manager system role that grants managerial capabilities for specific locations.
• Custom Role Capabilities: New abilities within Custom Roles that work with OnTrack Manager Groups to grant administrative access.

Features

Checklist Scope

A "Scope" setting on checklist templates that acts as an authoritative boundary. The system strictly enforces this scope, preventing checklists from being used in unauthorized locations.

• Provides brand and operational consistency guarantees
• Prevents operational drift at scale
• Ensures single source of truth for checklist operational domains

Administrative Access Model

Checklist administration is granted via a combination of Custom Roles (defines what you can do) and OnTrack Manager Groups (defines where you can do it). Custom Roles with "Manage Checklist Scope (Global)" grant original global admin access for backward compatibility.

• Maximum organizational flexibility
• Central or local permission management
• Maps directly to unique operational structures

Role & Audience Association

Functions identically to LMS learning module governance, restricting administrative access based on the creator's role and audience.

• Reduces learning curve for administrators
• Leverages familiar LMS governance model
• Enables sophisticated permissions without new system learning

Scope Assignment & Defaults

The Scope field defaults to the admin's widest available scope. Super Admins can add locations beyond a limited admin's scope, and limited admins cannot remove these additions.

• Reduces administrative friction
• Maintains hierarchical security
• Ensures central authority over critical operations

Scoped Automations & Routing

Location selection within Sparks and Conditional Subsections is limited to the parent Checklist's Scope. "Trigger Checklist" sparks can only trigger checklists in locations within the triggered checklist's scope.

• Prevents silent automation failures
• Provides intuitive admin experience
• Enforces security model at every system level

Role Association Management

Super Admins can change the "Associated Role" and "Locked Audience" of existing checklist templates via the "Update Role" option in checklist dropdown menus.

• Enables delegation of entire existing content libraries
• Removes barriers to adoption
• Prevents need to rebuild content

Checklist Duplication with Role Selection

"Duplicate Checklist" allows admins to associate new copies with specific roles and snapshot user audiences for "Locked Audience." Creates clean copies without sparks, permissions, or schedule associations.

• Enables "master template" workflows
• Supports enterprise bootstrapping use cases
• Creates independent starting points for new teams

Limited Admin Schedule Restrictions

Schedules are associated with their creator's role. Limited checklist admins can only include checklists associated with their specific role in schedules.

• Enhances security and governance
• Prevents cross-department scheduling errors
• Ensures right content reaches right teams

Impact on Existing Systems

• Existing Checklists: Migrated with "All Locations" scope and Super Admin role association
• Existing Admins: Grandfathered into global access via updated Custom Roles
• Schedules: Honor Checklist Scope; out-of-scope locations won't receive checklist instances

Setup Guides

Setting Checklist Scope

Define specific locations where a checklist is authorized for use.

1. Navigate to OnTrack Checklists
2. Open the checklist to update
3. Click the gear icon for Checklist Settings
4. Select the Distribution tab
5. Update location selection in the Scope section
6. Click Save then Update

Creating Checklist Administrators

Two types available: Global (all locations) and Limited (specific locations).

Base Role Setup (Required for Both Types)

1. Navigate to Users Roles
2. Click Create Role
3. Provide a clear title
4. Click Add Administrators and configure users
5. Optional: Click Define Audience for checklist restrictions
6. Expand OnTrack permissions
7. Enable Manage Checklists

For Global Scope

1. Enable Manage Checklist Scope (Global)
2. Activate the role

For Limited Scope

1. Ensure Assign Scope: All Locations is disabled
2. Activate the role
3. Edit the OnTrack Manager system role
4. Click Add Manager Group
5. Provide group title and select scope locations
6. Enable Checklist Scope capability
7. Add the same administrators from step 4 above

Updating Checklist Role Association

Re-assign existing checklists to different administrative roles. Super Admin only.

1. Navigate to OnTrack Checklists
2. Open checklist dropdown and click Update Role
3. Select new Custom Role
4. If role uses dynamic audience: Select administrator for audience snapshot
5. Click Transfer

Duplicating Checklists with Role Selection

Create clean copies associated with specific roles for "master template" workflows.

1. Navigate to OnTrack Checklists
2. Open checklist dropdown and click Duplicate Checklist
3. Select Custom Role for the new copy
4. If role uses dynamic audience: Select administrator for audience snapshot
5. Click Duplicate