Users and roles

Last updated June 25, 2026

Administrators configure roles and permissions to control user access.

The Users and Roles section gives you access to a full view of user accounts, user groups, and roles within the system. It includes:

Active users
Inactive users
User groups
Roles and permissions

What the Active Users table shows on screen

The Active Users table displays key information for each user, including:

User details (name, email, group)
Topmost permissions
Date and time of last login

Last login date and time is visible in the on-screen table only. It is not exported in any downloadable report.

Downloadable roles and permissions report

The report available for download on the Users and Roles page is a roles and permissions audit. It lists each role and the permissions assigned to it. It does not include per-user login timestamps or any user activity data.

Is there a report that shows how often users log in?

No. EnergyCAP shows the last login timestamp in the Active Users table, but does not track or report login frequency or user activity. There are no reports that show user activity or actions taken.

A variety of user roles are available ranging from the Default role (read-only to most features) to the Administrator: Full Access role (full access to all features). You can only assign one role to each user.

To quickly create multiple users, a spreadsheet is available.

Role and user management

Role management and user management can be assigned to different users.

What role can manage roles?

A user with the manage permission for Security: Roles & Permissions can copy a system role and then customize it.

What role can manage users?

A user with the manage permission for Security: Users and User Groups can create users and assign roles and groups to users.

Hide modules and tabs

You can hide modules and tabs from users by removing the View option from a role.

Administrators create new roles

Two roles can create and edit user setup spreadsheets:

Administrator: Full Access
Administrator: Security and Global Settings

Only these two roles can see the Users and Roles option.

Permissions

A roles and permissions audit report is available for download on the Users and Roles page. The report lists each role and the permissions assigned to it. It does not include per-user login timestamps or user activity data.

Custom user roles are created by administrators.

Default user roles

The system roles and their descriptions are shown in the table.

The roles available vary based on your software subscription.

User Roles	Description
Administrator: Accounting	Access to all accounting, bill, and workflow settings, features, and functions. View only access to other application settings and user management.
Administrator: Facilities	Access to all facility settings, features, and functions. Can create, edit, and approve Bills. Cannot export bills or modify exported bills. View only access to accounting settings and user management.
Administrator: Full Access	Full access to all settings, features, and functions including user management.
Administrator: Full Access Except Security	Full access to all settings, features, and functions except user management and global settings.
Administrator: Limited Delete	Access to most features and functions including user management. Limited ability to delete data and edit Cost Avoidance settings.
Administrator: Security and Global Settings	Create and manage users. Manage global application settings including application license.
Basic Contact	View only to the Dashboards and Reports modules. The default role for users added by email address through user groups.
Bill and Account Management: With Bill Approval	Manage accounts, meters, and other settings required for Bill Entry. Can approve bills.
Bill and Account Management: Without Bill Approval	Manage accounts, meters, and other settings required for Bill Entry. Cannot approve bills.
Bill Entry: With Bill Approval	Create, edit, and approve Bills. View only access to most other settings and features.
Bill Entry: Without Bill Approval	Create and edit bills. View only access to most other settings and features.
* CAPture Services Automation	Import bills, manage batches, and import Interval data. CANNOT BE ASSIGNED TO REGULAR USERS
* CAPture Services Team	Manage vendors, accounts, and facility data. CANNOT BE ASSIGNED TO REGULAR USERS
DEFAULT ROLE	View only access to the following modules: Dashboards, Sites and Meters, Accounts, Groups and Benchmarks, Vendors, and Reports.
Energy Conservation Specialist	Manage billing, accounting, facility, and Cost Avoidance data. Does not include administrator permissions.
Facility Manager	Manage sites, meters, Cost Avoidance, and other facility information. View only access to bills.
Facility Manager: View Only	View only access to sites, meters, Cost Avoidance, and other facility information. View only access to bills.
* System Maintenance	Install and configure application features. CANNOT BE ASSIGNED TO REGULAR USERS
View Only: All Modules	View only access to all modules of EnergyCAP.
View Only: All Modules Except Bills	View only access to all primary modules of EnergyCAP. Does not include permission to view bills.
View Only: Dashboards and Facilities	View only access to two modules: Dashboards and Sites and Meters.
View Only: Dashboards and Reports	View only access to the Dashboards and Reports Modules.
View Only: Dashboards and Emissions	View only access to the Dashboards and Emissions module.
View Only: Dashboards, Facilities, Benchmarks, Reports	View only access to four modules: Dashboards, Sites and Meters, Groups and Benchmarks, and Reports.