Tutorial

How to Use Team Roles

A step-by-step guide to managing your team, assigning certificates, and seeing who is working on what in iCertifi Cloud Pro.

Before you start: You need an Enterprise subscription and Firm Sharing already set up (Settings > Firm Sharing). If you are a solo user without Firm Sharing, you do not need this feature – the app works the same as before.

1. What Happens When You Update

When you update to the latest version, the app automatically sets up team roles for everyone in your firm. You do not need to do anything.

Here is what gets assigned automatically:

  • The firm owner (the person who created the firm share) becomes Admin
  • Anyone who was already set up as a QS device becomes QS
  • Everyone else becomes Engineer

All your existing certificates and data are completely untouched. The update just adds role information on top.

2. Understanding the Five Roles

There are five roles, from lowest to highest access. Each role includes everything the role below it can do.

Viewer – Can only look at certificates. Cannot create, edit, or delete anything. Good for office staff who just need to check what has been done.

Apprentice – Can create and edit certificates, but only as drafts. Their work must be reviewed by a QS before it can be completed. Use this for trainees.

Engineer – Can create, edit, and complete certificates. Can generate and send PDFs. Can submit work for QS review. This is the standard role for a qualified electrician.

Qualifying Supervisor (QS) – Everything an Engineer can do, plus the ability to review and digitally sign certificates that have been submitted for QS approval.

Admin – Full access to everything. Can change team roles, reassign certificates between team members, edit anyone’s certificates, and invite new team members. The firm owner should always be an Admin.

3. How to Change a Team Member’s Role

Admin only: Only users with the Admin role can change other people’s roles.

Step 1: Open the app and go to Settings (the gear icon).

Step 2: Tap Firm Sharing.

Step 3: Look at the Team Members section. You will see each person’s name with a coloured badge showing their current role.

Step 4: Tap on the person whose role you want to change.

Step 5: The Choose Role screen appears with all five roles listed. The current role has a tick next to it.

Step 6: Tap the new role you want to assign. The change saves immediately and syncs to all devices in the firm within seconds.

Note: If you are the only Admin, the app will not let you change your own role to something lower. You must first make someone else an Admin before you can downgrade yourself.

4. How to Filter Your Certificate List

At the top of your certificate list, there is now a filter bar with three options:

All – Shows every certificate in the firm. This is the default view when you open the app.

Mine – Shows only certificates that are assigned to you. Use this to focus on your own workload and ignore everyone else’s work.

Unassigned – Shows certificates that have not been assigned to anyone yet. Useful for Admins to see what needs to be allocated.

Just tap the filter you want. The list updates immediately. You can switch between filters at any time.

5. How to Assign a Certificate to Someone

Admin only: Only Admins can reassign certificates to other team members.

When you create a new certificate, it is automatically assigned to you. You do not need to do anything extra.

To reassign a certificate to someone else:

Step 1: Open the certificate you want to reassign.

Step 2: Tap the assignment option.

Step 3: You will see a list of all active team members. Tap the person you want to assign the certificate to.

Step 4: The assignment saves immediately and syncs across all devices.

You can also tap Unassigned to remove the assignment entirely.

6. How to See Who Is Editing What

When a team member opens a certificate, a small activity indicator appears on that certificate in the list view for everyone else in the firm.

You will see the person’s name and which device they are using. This updates automatically through iCloud – you do not need to refresh or pull down.

How it works:

  • When someone opens a certificate, the indicator appears on your device within a few seconds
  • When they close the certificate, the indicator disappears
  • If someone’s app crashes or they lose signal, the indicator disappears automatically after 2 minutes
  • You do not need to do anything to activate this – it works automatically for everyone in the firm

Tip: If you see someone is already editing a certificate, it is best to wait until they finish. While the app handles simultaneous edits safely (the most recent change wins), it is easier to avoid the situation altogether.

7. Common Questions

I updated the app but I cannot see any team roles. Where are they?

Team roles only appear if you have an Enterprise subscription and Firm Sharing enabled. If you are a solo user, you will not see any role-related options because you do not need them.

I am an Engineer but I think I should be a QS. What do I do?

Ask your firm’s Admin to change your role. Go to Settings > Firm Sharing and ask the person listed as Admin to update your role to QS from their device.

I submitted a certificate for QS review but it says I cannot approve it myself. Why?

This is a safety feature. The person who submits a certificate cannot be the same person who approves it, even on a different device. This ensures proper independent review as required for quality supervision. Another QS or Admin in your firm needs to approve it.

I changed someone’s role but they say nothing changed on their device.

Make sure both devices are connected to the internet with iCloud signed in. The change usually syncs within a few seconds, but can take up to a minute in poor signal areas. Ask them to pull down to refresh their certificate list.

Can I have more than one Admin?

Yes. Any number of team members can be Admin. This is useful if the business owner and the office manager both need full control.

My existing certificates show as unassigned. Is that normal?

Yes. Certificates created before this update will not have an owner assigned. They will appear in the All and Unassigned filters. An Admin can assign them to team members if needed, or you can leave them as they are – it does not affect the certificates in any way.

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