What is Role-Based Access Control (RBAC)?

What is Role-Based Access Control (RBAC)?

Role-Based Access Control (RBAC) is a foundational security model that maps access roles to the specific actions and privileges required for individuals to perform their job functions. In essence, assign a defined role, and the system automatically grants the appropriate set of privileges.

This principle is critical in modern cybersecurity (often referred to as RBAC in cybersecurity) because it simplifies access management, ensures least privilege access, and minimises the potential for accidental or malicious unauthorised activity.

This article explains the core concepts of RBAC, its significance for cybersecurity, and how the Makula CMMS implements robust role-based access, permission-based access control, and least privilege access to secure maintenance data while maximising productivity.

1. Core Roles and Privileges

Each role is a curated bundle of RBAC permissions and role based privileges mapped across key features, including: Work Orders, Assets, Procedures, Scheduling, Analytics, and the AI Assistant.

2. Restricted vs. Unrestricted Users (Team Scoping)

Makula supports distinct user types to manage multi-site or contractor scenarios:

• Restricted Users:
  
  • Scope: Part of a defined team; their RBAC permissions apply only within that team's boundary.
  • Use Case: Ideal for contractors or multi-site setups where strict separation of duties and limited blast radius are required. Supervisors in a team can only manage assignees within that specific team.
• Unrestricted Users:
  
  • Scope: Not assigned to any team.
  • Access: Have global access across the entire CMMS, according to their assigned role.

Crucial Design Point: Administrators and the Owner are unrestricted by design and cannot be added to a team.

The Principle of Least Privilege (PoLP) Access

A foundational cybersecurity best practice is the Principle of Least Privilege (PoLP). This mandates that users should possess only the minimum permissions necessary to perform their required job function—nothing more.

Why PoLP Matters:

• Risk Reduction: Minimises the potential attack surface.
• Audit Simplicity: Clears the path for compliance checks.
• Compliance: Aids in meeting regulatory requirements.

In Makula, PoLP is enforced by:

1. Conservative Starting Point: New users typically start at the secure Technician-level access.
2. Granular Toggles: Access expansion is managed via precise feature toggles (e.g., Assign Work Orders – Technicians) rather than broad, permanent role changes.
3. Temporary Elevation: Utilising temporary role elevations with detailed logging for unique administrative tasks.

This approach aligns Makula’s RBAC with the highest standards of role-based access control RBAC in modern cybersecurity: minimised attack surface, clear RBAC roles, and auditable actions.

RBAC Solutions, Compliance, and Auditability

Effective RBAC solutions are essential tools for organisational governance and regulatory compliance.

Makula CMMS supports compliance requirements by enabling:

• Role-based Segregation of Duties (SoD): Ensuring no single user has conflicting critical permissions (e.g., creating and approving work orders).
• Audit Logging: Detailed records of key changes (who changed roles, who exported data, who modified an asset).
• Policy Enforcement: Consistent application of role-based authorisation and role-based authentication.
• Compliance Evidence: Providing clear, auditable evidence for standards such as ISO 27001, Sarbanes-Oxley (SOX), and others.

Designing Permission Levels that Scale: A Checklist

To deploy scalable and secure role-based access management:

1. Map Tasks to Roles: Identify required workflows (plan, assign, approve, audit) and map them to roles, not individual names.
2. Apply Least Privilege Access: Begin with minimal permissions and only expand access when demonstrably required.
3. Use Restricted Scoping: Leverage Restricted users to effectively limit the 'blast radius' of unauthorised access per site or production line.
4. Leverage Toggles: Use granular feature toggles instead of proliferating custom roles.
5. Document and Review: Create a formal role → task matrix for onboarding and schedule regular role reviews (e.g., quarterly) using activity logs for enforcement.

Sample Permission Matrix

Conclusion

Makula’s RBAC (role-based access control) model implements a clear set of RBAC roles, integrated team scoping, and practical granular controls. This framework enables organisations to enforce least privilege access while supporting efficient, scalable maintenance workflows. Whether you are evaluating RBAC solutions, documenting RBAC permissions, or building a compliance-ready access model, Makula provides the robust building blocks for secure role-based access management.