The right access for each person, and a record of everything
Regulators expect you to know who touched which data, and when. Three roles give each person the access their work needs, and every action they take is logged for good, searchable and ready to show.
When FINTRAC Asks Who Did What
Examinations are not hypothetical. An examiner will ask who uploaded a report, who approved it, who deleted a record and why. The answer should take a moment, not a search through email and spreadsheets. Quantoflow’s roles and audit log give it to you at once. Alongside the roles, access control lists set who can see each entity and each case. And because users are unlimited on every plan, nobody shares a login to save a seat.
User: The Day-to-Day Team
For: report handlers, compliance assistants, anyone who works with client data daily.
Can:
- View all reports and client data
- Upload new reports
- Correct or add to existing reports
Cannot, by design:
- Delete reports, so a slip never becomes a compliance incident
- Open audit logs or analytics, which stay with the people responsible for oversight
Users are where the work happens. Each report they upload or change is timestamped and signed with their name. The rule against deleting is not a limit on them; it is a guard on your record.
Admin: Quality and Oversight
For: senior compliance officers, team leads and quality reviewers.
Can:
- Do everything a User can
- Delete reports when needed, with every deletion logged
- Read the full audit log: who did what, and when
- Open the statistics and analytics dashboards
Admins keep the operation accountable. When something must go (a duplicate filing, a test record), an Admin removes it, and the log keeps the whole story. Nothing disappears without a trace.
Super Admin: Structure and Governance
For: owners, compliance directors and the managers responsible for the team.
Can:
- Do everything an Admin can
- Add, remove and change Admin accounts
- Manage access and permissions across the organization
Only a Super Admin can change who holds authority. Each such change is written to the audit trail, so the record always shows who could do what, and since when.
An Audit Trail That Cannot Be Rewritten
Every significant action is logged, automatically and for good.
What is recorded:
- Uploads: the file, the time, the user
- Changes: what changed, who changed it, when
- Deletions: who deleted what, when, and what it contained
- Changes to roles and permissions
- Admin account changes and revoked access
- Access to statistics and sensitive data
What it’s for:
- Examinations: show exactly who saw which data and when, in a log you can search and export
- Accountability: settle questions about your team’s work with evidence, not recollection
- Early warning: notice unusual access before it becomes an incident
- Disputes: answer any question about a change with a timestamp and a name
No one can alter or delete an entry once it is written, Super Admins included. That is not a constraint. It is the guarantee your regulators and clients rely on.
From One Person to a Full Team
The person who opens the account becomes its Super Admin. From there it takes minutes to:
- Invite colleagues as Users for daily reporting
- Promote trusted colleagues to Admin for oversight, deletion and the audit log
- Adjust Admin access as the team changes, with each change logged
- Pull an audit report whenever a review or examination calls for one
A lone compliance officer wearing all three hats, or a team of twenty with strict separation of duties: the roles fit either, without adding complexity.
Prove the Program Works
Having controls is not the question. Showing them is. Quantoflow’s roles and audit trail give you the evidence that your compliance program does what it claims, whenever someone asks.
Book a demo and see access control and audit logging at work.