Template Access: Controlling Who Can Submit or Edit

1. Understand Template Access

1. What Template Access Controls

Every template in Xenia has its own access settings, independent of workspace role permissions. While role permissions determine whether a user can access the Templates module at all, template-level access controls determine whether they can see and interact with this specific checklist.

Template Access is found inside each template: Operations → Templates → [Template Name] → Settings → Access → Template Access section

There are two controls:

Can Edit: Who can open this template in the builder and make structural changes — add, edit, or delete steps, change settings, configure automations

Can Submit: Who can see this template on their device and complete a submission

These are configured per role or per specific user, and apply only to this checklist. 

2. Navigate to Template

How to Configure Template Access

1. Go to Operations → Templates
2. Click into the template → click Settings tab
3. Navigate to the Access section
4. Under Template Access:
   • Can Edit → add or remove roles/users who can edit the template structure (typically Admin only)
   • Can Submit → add or remove roles who can see and complete this template
5. Save changes — changes take effect immediately

Select the "Edit" option.

Click the Settings button to access template configuration options.

Next, select "Access".

3. Select Can Edit Template Permission

 Can Edit — Who Can Modify the Checklist

The "Can Edit" list determines which roles or specific users can open the template builder and make structural changes.

This is the template's own editing gate, separate from the "Manage Templates" role permission. Both must be true for a user to edit a template:

1. The role must have "Manage Templates" permission ON at the role level
2. The user or their role must be listed in this template's "Can Edit" section

Standard configuration: Restrict Can Edit to Admin only, or to a designated template owner. You do not want every manager who has Manage Templates permission being able to edit every checklist in the workspace.

The admin bypass: Admin and Owner roles with the "Access All — Unrestricted Access" permission can edit any template regardless of the Can Edit list. This is the safety net — if a template gets locked down, an admin can always get in and fix it.

4. Role Permission Requirement

This is the template's own editing gate, separate from the "Manage Templates" role permission. Both must be true for a user to edit a template:

1. The role must have "Manage Templates" permission ON at the role level
2. The user or their role must be listed in this template's "Can Edit" section

5. Select Can Only Submit Permission

Can Submit — Who Sees the Template

The "Can Submit" list determines which roles or specific users can see and complete this checklist.

Default behavior: By default, most templates are open to all users. This is fine for general-purpose checklists that everyone should use — a daily opening checklist, a cleaning log, a temperature log.

When to restrict: For sensitive or specialized templates, restrict Can Submit to specific roles:

• Performance Notice forms → HR Manager and Admin only
• Manager walkthrough audits → Managers and above, not frontline
• Food safety audits → Auditors, QA Managers
• Disciplinary records → HR only

The critical rule: If a user's role is not in the Can Submit list, they cannot see this template at all — it won't appear in their template list on any device. It is invisible to them, not just locked.

The visibility rule: Whoever can Submit AND whoever can Edit can see the template. Both groups have visibility. Only those in Can Submit can complete it. Only those in Can Edit can change the checklist structure.

6. Common Configuration Scenarios

Common Configuration Scenarios