Introduction
SurePact is a membership-driven platform, meaning users must be assigned to records to view or manage them. Access levels are controlled through member roles and permissions, ensuring that the right people can perform the right actions while maintaining security and governance.
This guide explains Default Members, Member Roles, and Member Permissions in SurePact. For details on adding, editing, and managing users, refer to the Managing Users & User Types in SurePact guide.
Default Members & Record Access
Default Members is a setting managed by an Administrator that automatically grants users access to all records unless manually removed by the Record Manager.
How Default Members Work
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When an Admin assigns a user as a Default Member, they automatically gain access to all records in SurePact.
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The Record Manager can remove a Default Member from a specific record if necessary.
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If a user does not have access to a record, it is likely because they are not assigned as a member.
💡 Tip: If you cannot access a record, check whether you are a Default Member or contact your Administrator.
Core Member Roles in SurePact
Each SurePact record (grant, project, portfolio, or contract) follows a structured role system:
| Role | Responsibilities |
|---|---|
| Record Owner | Acts as a senior stakeholder or overseer. Typically represents departmental accountability rather than day-to-day management. Cannot edit records. |
| Record Manager | Responsible for day-to-day execution. Oversees tasks, milestones, and reporting. Can edit record details, assign members, and submit approval requests. Cannot remove the Owner. |
| Record Member | Assigned by the Record Manager. Can view and contribute but has limited editing rights. Includes team members working on the project, portfolio, grant, or contract. |
| Approvers | Responsible for reviewing and approving specific actions such as risk approvals, eligibility approvals (Grants only), and application approvals (Grants only). |
⚠️ Important: Once an approval request is submitted, it cannot be edited until it is approved or rejected.
Understanding Member Permissions in SurePact
Permissions define what members can see and do within a record.
| Action | Owner | Manager | Member | Approver |
| Edit Record Details | ❌ | ✅ | ❌ | ❌ |
| Assign Members | ❌ | ✅ | ❌ | ❌ |
| Submit Risk Approval Requests | ❌ | ✅ | ❌ | ❌ |
| Approve Risk Approval Requests | ❌ | ❌ | ❌ | ✅ |
| Edit & Complete Governance Log | ✅ | ✅ | ✅ | ✅ |
| Edit & Complete Activities, Variations, Defects, Internal Deliveries, Progress Claims | ✅ | ✅ | ✅ | ✅ |
✅ = Allowed | ❌ = Restricted
⚠️ Note: Permissions are automatically set based on roles and cannot be manually adjusted.
How to Check Your Access
If you cannot see a record, it means you have not been assigned as a member. To resolve this:
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Check with the Record Manager – They are the only user who can assign you as a member of the record.
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If unsure who the Record Manager is, contact your SurePact Administrator for guidance.
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Once assigned, the record will appear in your SurePact account.
💡 Tip: Record Owners and SurePact Administrators cannot assign members—this can only be done by the Record Manager for that specific record.
📌 Asset records function in a different way to the aforementioned. For more details on how their permissions work, please see Managing Assets in SurePact.