Overview

Every user in First AML is assigned exactly one role, which determines what they can see and do across the platform.


Roles fall into two groups:


Organisation roles apply across your entire account. A user with an Organisation role can work across every office in your organisation, depending on what their role allows.


Office-based roles are scoped to one or more specific offices. A user with an Office-based role only sees cases, alerts, and activity within the offices they're assigned to. Most users fall into this group.


Only Compliance Admins can assign or change a user's role. Office Admins and Team Admins can add and remove users from their team, but they cannot change anyone's permissions.


For instructions on adding, editing, or removing users, see How to create/remove/edit users.


If you're not sure where to start, most organisations only need a handful of roles to run their day-to-day compliance work: Compliance Admin, Compliance Office Approver, Compliance Office Member, and Agent Office / Frontline Office (or Agent / Frontline if your account doesn't have offices set up). The rest of the roles below cover more specific needs, such as audit access, reporting, or narrower user management.


Only Compliance roles (Compliance Admin, Compliance Office Admin, Compliance Office Approver, Compliance Office Member) can send requirements to request further information or documents from a client.


Roles

The tables below describe each role: what it can do, what it can't, and who it's typically suited to. Roles are grouped by what they do, not by job title. The same job title can map to different roles depending on how your organisation works.Different types of organisational roles

If your account has offices set up, use Agent Office / Frontline Office below instead of Agent / Frontline. All new accounts are built with offices from the start.


Full permissions matrix

The tables above cover what most users need. Use the detailed matrix below only if you need the exact permission-by-permission breakdown, for example when auditing access or setting up a new office.


Scope key: 

Org-wide = across the whole account 
Office = within assigned offices only · 
Assigned = only cases assigned directly to the user · 
Closed = closed cases only.

Profiles marked Office can be set to limited access, showing only limited information based on your office privacy settings. R+D means downloads include both reports and documents.


Organisation roles
Oragnisational Roles


Office-based roles


Troubleshooting

Question: How do I decide which role to assign?


Roles in First AML are based on what a user does day-to-day, not their job title. Use the questions below to find the right fit:

  • Does this person approve and sign off on due diligence? If yes, they need a Compliance role (Compliance Admin, Compliance Office Approver, or Compliance Office Member).
  • Do they work across the entire organisation, or just one or more specific offices? Organisation-wide work needs an Organisation role; office-scoped work needs an Office-based role.
  • Do they need to manage other users? If yes, consider Compliance Admin, Office Admin, or Team Admin, depending on scope.
  • Do they only need to view AML activity, not act on it? If yes, Read-Only (for ongoing visibility) or Auditor (for closed cases only) is the right fit.


Refer to the Roles section above for the full list of what each role allows.


Question: Who can complete or approve a risk assessment?

  • Building or editing risk assessment form templates in Settings is restricted to Compliance Admins.
  • Completing a risk assessment within a case can be done by Compliance Admin (across the organisation), Compliance Office Admin, Compliance Office Approver, or Compliance Office Member (within their assigned offices), and Agent Office / Frontline Office (early steps only, before handing the case to compliance).
  • Only Compliance Admin and Compliance Office Approver can approve a risk assessment.
  • Anyone completing a risk assessment can manually override the risk level, from either the Risk Assessment tab or the Case Details tab. Consider turning on override notifications so your compliance lead is alerted whenever this happens.


Question: I can't see a case I expected to see

Case visibility depends on your role and office assignments. Common causes:

  • You have the Team Member, Agent/Frontline, or Agent Office/Frontline Office role, and the case isn't assigned directly to you.
  • You have an Office-based role, and the case is in an office you're not assigned to.
  • You have the Auditor role, and the case is still live. Auditors only see closed cases.


To check your role and assigned offices, ask a Compliance Admin to view your account under Users in the sidebar.


Question: I can't approve a case


Only Compliance roles can approve cases: Compliance Admin can approve any case across the organisation, and Compliance Office Approver can approve cases within their assigned offices. If you need approval rights, ask a Compliance Admin to change your role.


Question: I can't download reports


Only Compliance Admins can download reports. Other roles can download case documents, but not the reports themselves. If you need reporting access, ask a Compliance Admin to assign you the Compliance Admin role.


How to edit user roles

To edit user roles, you must have a user-management-capable role (see the Permissions reference above).


Step 1: Click Users in the left navigation bar.

Step 2: Click the grey pencil icon next to the user's details.

Step 3: Click the Role field to open the dropdown and select the new role.

Step 4: Click Save user.