The Two Permission Gates: Role Permissions vs. Template Permissions

1. Gate 1 — Role-Level Permissions (Settings → Roles)

Role permissions are workspace-wide. They control whether a user can access a feature at all. The most relevant ones for templates:

Access Operations Templates (Checklists): If this is OFF, the user cannot see the Templates tab or any checklist at all. Gate 1 is locked shut.

Manage Templates: If this is OFF, the user cannot edit any template — even ones where they are specifically listed as an editor at the template level. This is the master gate for editing. 

2. Gate 2 — Template-Level Access (per template, Settings → Access)

Template permissions are per-checklist. Even if Gate 1 is open (the role has access to templates), Gate 2 controls whether this specific template is visible to that role.

Can Submit: Which roles can see and complete this template. If a role isn't listed, the template is invisible to that role — not locked, truly invisible. They won't find it in any search or folder.

Can Edit: Which roles or users can open the builder and modify the template structure. This is the secondary gate — but only meaningful if Gate 1 (Manage Templates) is also open.   

3. The Combined Check — What Must Be True

For editing specifically: both must be true simultaneously. Manage Templates ON at the role level AND listed in Can Edit on the specific template. If either is off, the user is a submitter only. 

4. Common Gate-Related Troubleshooting

"A user can't see a template." → Check Gate 1: is Access Operations Templates ON for their role? Check Gate 2: is their role listed in Can Submit on the template?

"A manager can't edit a template even though they can submit it." → Check Gate 1: is Manage Templates ON for their role? If yes, check Gate 2: are they or their role listed in Can Edit on the template?

"A user can edit templates they shouldn't be able to." → Check their role for the "Access All — Unrestricted Access" permission. If it's on, they can bypass all template-level restrictions.