Skip to main content
Arelis AI

AIMS roles and permissions

Roles and permissions in AIMS

Eight system roles with default permissions across the AI management system, so the right people can register, assess, approve and audit, and everyone else can see what they need.

Start free (opens in a new tab)Book a demo

How access works

Access that follows the job

Role-based access control is how AIMS keeps assessments, approvals and audits credible: the people who do the work are not the only ones who sign it off.

  • Least privilege

    Each role starts from the access the job needs. An Executive can view and export everything but change nothing.

  • Separation of duties

    Doing and approving are split: an AI Engineer can register a system but not classify it, and only the Head of AI or an Admin can close a corrective action.

  • Roles, not individuals

    Permissions belong to roles, so access stays consistent as people change. One person can hold several roles, and admins can define custom ones.

  • Accountable by default

    User activity is written to the audit log, so every change can be traced to the person who made it.

System roles

What each role does

The eight roles AIMS ships with. Typical job titles are a guide; assign roles by responsibility, not title.

  • AI Governance Officer

    Implements the AI management system and oversees governance.

    • Establish the management system and its governance processes
    • Approve impact assessments
    • Oversee risk management and assign corrective actions
    • Manage user access and roles
    • Drive continual improvement and report to leadership
    Typical people
    AI governance lead, Chief AI Officer, responsible AI lead
    Access level
    Administrator, scoped to AIMS

  • Head of AI

    Makes the strategic decisions about the AI portfolio.

    • Manage the AI portfolio and allocate resources
    • Accept risks and approve AI policy
    • Take part in management review
    • Close corrective actions
    Typical people
    Head of AI, CTO, CIO
    Access level
    Full administrator within AIMS, including deleting AI systems

  • Compliance Manager

    Coordinates compliance monitoring and assessments.

    • Maintain organizational context and stakeholder consultations
    • Run impact assessments (AIIA and FRIA)
    • Classify AI systems under the EU AI Act and coordinate risk assessments
    • Plan audits and produce compliance reports
    • Track regulatory change
    Typical people
    Compliance officer, regulatory affairs, ISO lead, data protection officer
    Access level
    Advanced contributor

  • Auditor

    Carries out audits and verifies conformity.

    • Plan and conduct audits
    • Record findings and write audit reports
    • Raise corrective actions and verify their effectiveness
    • Assess suppliers
    Typical people
    Internal auditor, quality manager
    Access level
    Audit specialist, with read access to the rest of the system

  • AI Engineer

    Builds AI systems and keeps their technical record current.

    • Register new AI systems
    • Maintain technical details and architecture documentation
    • Track development progress
    • Give technical input to assessments
    Typical people
    ML engineer, data scientist, AI developer
    Access level
    Contributor

  • AI Product Manager

    Runs the AI product lifecycle and coordinates stakeholders.

    • Move AI systems through their lifecycle
    • Identify and track risks
    • Start and contribute to impact assessments
    • Manage requirements and stakeholder communication
    Typical people
    AI product manager, product owner
    Access level
    Contributor

  • Executive

    Oversees the program with read-only access.

    • Review executive dashboards and KPIs
    • Take part in management reviews
    • Approve resources and make strategic decisions
    Typical people
    CEO, board member, business unit leader
    Access level
    Read-only, with report export

  • Admin

    Configures and runs the system itself.

    • Configure the organization and system settings
    • Manage users and security settings
    • Set up integrations
    Typical people
    IT administrator
    Access level
    Full system administrator

Permission matrix

Default permissions, module by module

What each system role can do out of the box. On a small screen, scroll the table sideways.

Default AIMS permissions by module and action for the eight system roles
Module and actionAI Governance OfficerHead of AICompliance ManagerAuditorAI EngineerAI Product ManagerExecutiveAdmin
Foundation and governance
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
EditAllowedAllowedAllowedNot allowedNot allowedNot allowedNot allowedAllowed
AdministerAllowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
AI systems
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
CreateAllowedAllowedNot allowedNot allowedAllowedAllowedNot allowedAllowed
EditAllowedAllowedNot allowedNot allowedAllowedAllowedNot allowedAllowed
Classify (EU AI Act)AllowedAllowedAllowedNot allowedNot allowedNot allowedNot allowedAllowed
DeleteNot allowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
Risks
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
Create and editAllowedAllowedAllowedNot allowedNot allowedAllowedNot allowedAllowed
AssessAllowedAllowedAllowedNot allowedNot allowedNot allowedNot allowedAllowed
TreatAllowedAllowedAllowedNot allowedNot allowedNot allowedNot allowedAllowed
Impact assessments
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
Create and editAllowedAllowedAllowedNot allowedNot allowedAllowedNot allowedAllowed
ApproveAllowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
Controls
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
Create and editAllowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
Statement of ApplicabilityAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
Suppliers
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
CreateAllowedAllowedAllowedNot allowedNot allowedNot allowedNot allowedAllowed
AssessAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
Audits
ViewAllowedAllowedAllowedAllowedNot allowedNot allowedAllowedAllowed
PlanAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
ConductAllowedAllowedNot allowedAllowedNot allowedNot allowedNot allowedAllowed
ReportAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
Corrective actions
ViewAllowedAllowedAllowedAllowedNot allowedNot allowedAllowedAllowed
CreateAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
AssignAllowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
CloseNot allowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
Reports
ViewAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
CreateAllowedAllowedAllowedAllowedNot allowedNot allowedNot allowedAllowed
ExportAllowedAllowedAllowedAllowedAllowedAllowedAllowedAllowed
Administration
Manage usersAllowedAllowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
Organization settingsNot allowedNot allowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed
System settingsNot allowedNot allowedNot allowedNot allowedNot allowedNot allowedNot allowedAllowed

Need roles that match your organization?

The system roles are a starting point. Administrators can shape access around how your teams actually work.

  • Create custom roles for your organization's structure
  • Set granular permissions module by module
  • Assign more than one role to a person
  • Permissions inherited through your role structure

Keep exploring

More about AIMS

Set up roles for your AI governance team

Invite your team on the free Community tier, or book a demo to map AIMS roles to your organization.

Start free (opens in a new tab)Book a demo