Submission Access: Controlling Who Can View Completed Reports

1. Template Access Control

2. Navigate to Template

3. Submission Access Purpose

Submission Access is a completely separate setting from Template Access. While Template Access controls who can complete a checklist, Submission Access controls who can view the completed data afterward — the submission reports, responses, and photos.

This distinction matters because:

• A cashier might be able to submit a temperature log, but you don't want them browsing all temperature logs from the last 30 days
• An HR manager needs to see all performance notice submissions, but only within their region
• A district manager should see everything submitted from their stores, but not from other districts

Submission Access is where you configure all of this. It's found in the same place: Operations → Templates → [Template Name] → Settings → Access → Submission Access section

4. Tier 1 Visibility — View Own Submissions Only

Tier 1 — View Own Submissions Only

• The user can only see submissions they personally completed
• They cannot see submissions made by other users, even at the same location
• Equivalent to: "I can only view my own history"
• Best for: Frontline employees, basic store-level users who don't need visibility into others' work

5. Tier 2 — View Own + Submissions at Their Locations

Tier 2 — View Own + Submissions at Their Locations

• The user sees their own submissions plus all other submissions where the submission location matches one of their member locations
• Equivalent to: "I can see everything that happened at my store(s)"
• Best for: Store managers who need to review what their whole team submitted, district managers who need to see all stores in their district

Important: This tier requires the template to include a "Select Location" step. Without it, Xenia can't determine which store a submission belongs to, and location-based filtering won't work correctly.

6. Tier 3 — View All Submissions

Tier 3 — View All Submissions

• The user sees every submission for this template across the entire workspace, regardless of location
• Equivalent to: "I can see everything, everywhere"
• Best for: HR managers reviewing performance notices across all locations, QA/Compliance roles reviewing audit data org-wide, Admin/Owner level roles

7. Check Template Location Step

For Tier 2 (View own + at their locations) to work correctly, the template must include a "Select Location" step (a step type that lets the user indicate which location they're submitting from).

When a submission is made, Xenia tags it to the selected location. When a store manager views submissions, Xenia checks which of those tagged locations match the manager's location membership. Without the location step, submissions aren't tagged to any location, and the location-based filtering can't work.

If you're configuring Tier 2 for store managers or district managers, always verify the template has a Location step — and that it's positioned near the top of the checklist.

8. Configure Role-Based Submission Access

 Common Submission Access Configurations