Who this article is for: Authority administrators who need to understand the permissions and capabilities associated with each user type.
Overview
SwiftComply Pretreatment has two main perspectives — Authority Users who manage the pretreatment program, and Industrial Users who interact with their own facility data through a dedicated portal. Each perspective provides a different set of capabilities and a different view of the system.
Authority User Capabilities
Authority users are responsible for managing the overall pretreatment program. They have access to the full left sidebar navigation and can perform the following actions:
Capability | Description |
Manage IU Records | Create, edit, and view all industrial user records. Access IU profiles, contacts, outfalls, and associated data. |
Create and Manage Permits | Create discharge permits, assign them to industrial users, set effective and expiration dates, and define permit requirements. |
Configure Sample Report Requirements | Set up sampling schedules, define required parameters, and manage sample report configurations for industrial users. |
Conduct Inspections | Record inspection events, document findings, attach files, and link inspections to IU records. |
Set Discharge Limits | Define and manage discharge limits that apply to industrial users and their outfalls. |
Run Reports and Exports | Generate compliance reports, IU listings, and data exports from the Reporting section. |
Manage Users | Access the Users section (Admin only) to create and manage authority user accounts and access levels. |
Manage Configuration | Access Configuration to manage permit templates, General Controls, and IU Types. |
Track Violations and Enforcement | Document violations and manage non-compliance actions through the Violations and Non Compliance Actions sections. |
Industrial User Capabilities
Industrial users access the system through a dedicated portal focused on their own facility. Their capabilities include:
Capability | Description |
View Facility Profile | See your facility's name, address, operational details, and status. (IU types, permit name/number, SIC/NAICS codes, and notes are not visible in the portal.) |
View Permit Dates | See the effective and expiration dates of your assigned permit. |
Submit Sample Reports | Open due sample reports, enter sampling data, upload lab reports and attachments, and submit for authority review. |
View Sample Report History | See which sample reports are due, submitted, or completed for your facility. |
💡 Note: Industrial users cannot access other IU records, create permits, conduct inspections, manage violations, or access system configuration. These capabilities are reserved for authority users.
Access Levels for Authority Users
When creating authority user accounts through the Users section, you assign an Access Level. There are two options:
Access Level | Description |
Admin | Full access to all pretreatment features, plus the ability to access the Users section and manage other users' access levels. Admin users can create new user accounts, change access levels, deactivate accounts, and delete users. |
User | Standard access to all pretreatment features (Industrial Users, Permitting, Inspections, Sampling Results, Reporting, Configuration, etc.) but cannot access the Users section or manage other user accounts. |
💡 Note: The only difference between Admin and User access levels is that Admins can see the Users section and manage other authority user accounts. All other pretreatment features are available to both.
Creating a New Authority User
To create a new authority user account:
Navigate to Users in the left sidebar (Admin access required).
Click "New User".
Fill in the following fields:
Field | Required | Description |
First Name | Yes | The user's first name. |
Last Name | Yes | The user's last name. |
Yes | The user's email address. | |
Phone # | Yes | The user's phone number. |
User Type | Yes | "Organization" (the only available option). |
Job Title | No | The user's job title. |
Access Level | Yes | "Admin" or "User". |
Set the Active toggle to control whether the user can log in.
Click Save.
⚠️ Important: No automatic email invitation is sent when creating an authority user. You must share the login URL and credentials with the new user through your own communication channels.
Granting Portal Access to Industrial Users
Industrial User portal access is not managed through the Users section. Instead, it is controlled through contacts on the IU detail page. A contact on an IU record can be granted portal access, which allows that person to log in and interact with their facility's data.
Enabling Portal Access on a New Contact
Navigate to the IU detail page and click New Contact in the Contacts section.
Fill in the contact's First Name, Last Name, and Email (all three are required for portal access).
Check the Enable portal access checkbox. Portal access is off by default.
A confirmation dialog will appear: "Enabling portal access will trigger a registration email to be sent to this user. Would you like to continue?"
Click Enable Portal Access to confirm.
The contact is created and a registration email is sent from noreply@swiftcomply.com.
Enabling Portal Access on an Existing Contact
Open the contact's detail page from the IU's Contacts section.
Toggle Enable portal access on.
Confirm in the dialog to send the registration email.
Disabling Portal Access
Portal access can be removed at any time by toggling the checkbox off. This prevents the contact from logging in without deleting their contact record. The contact will not receive an email notification when their access is disabled.
How the Invitation Email Works
The invitation email is sent only the first time portal access is enabled for a contact. If you repeatedly enable and disable access, no additional emails are sent.
The email takes the user to a password reset page where they enter their email, then receive a second email to set their password. Once complete, they can log in.
Portal Access Is Per-Location
Portal access is granted on a per-location basis. If a contact exists at multiple IU locations, access must be enabled at each location independently. Once logged in, the contact sees all locations where they have access and can switch between them.
When enabling access for a contact who already has access at another location, the system notifies you that the user will be added at this location without sending a new invitation email.
The Contacts Table
The Contacts section on the IU detail page includes a Portal Access column showing whether each contact has portal access enabled.
Email and Contact Restrictions
⚠️ Note: Once a contact is created, their email address is locked and cannot be edited — regardless of whether portal access has ever been enabled. Changes to contact emails can only be made by a SwiftComply administrator.
FAQ
Q: Can one person have both authority and industrial user access?
A: Authority users and industrial users are separate account types with different views and capabilities. A single person would need separate accounts to access the system in both roles.
Q: What can an Admin do that a regular User cannot?
A: Admin users can access the Users section in the left sidebar, where they can create new authority user accounts, change other users' access levels, deactivate or reactivate accounts, and delete users. All other pretreatment features are identical between Admin and User access levels.
Q: How are Industrial User accounts created?
A: Industrial user accounts are not created through the Users page. They are managed through the Industrial Users section. When an industrial user is granted portal access, they receive an email from noreply@swiftcomply.com with a link to set up their password.
Q: Can I change a user's access level after creation?
A: Yes. An Admin user can change another user's Access Level by opening the user record from the Users page and updating it. Note that authority admins can only edit the Access Level field of other users — other profile fields are view-only.