Understand the account and user concept

This article explains the concept of account and user, and how it streamlines your experience with Onix applications.

1. Why it helps

As a user, you enjoy:

  • Access to multiple organizations and Onix Express with one account.
  • Single login for all Onix applications.
  • Management of your account information in one single place.

As an administrator, you benefit from a one-time setup for full-time control:

  • Users manage their own information.
  • You ensure each user has the right access and permissions.
  • Group management for user privileges with custom roles.

2. Glossaries

2.1. Organization - Account


An organization is a company within the Onix system.
The organization might be a member company or a non-member company. See Understand company type and status in the Companies module to learn more about company types.



An account represents your identity in Onix. It contains information used for access to Onix apps, such as email, password, name, phone numbers, picture, signature, and preferred language.

An account doesn’t neccesarily belong to any organization.

Account creation is restricted to emails which are granted domain access. Learn more about domain access at Users and Roles module - Domain access.

2.2. User - Express user - Contact


A user is created when an organization’s administrator:

  • Grants an account access to their organization, and
  • Assigns that account a role and a license.

Afterward, the account becomes a user of that organization. The user can access various apps and modules according to their user privileges, determined by the assigned role and license.

Express user

Equipment suppliers and inspectors use Onix Express to distribute equipment documentation to customers who are not Onix Work members. These customers are managed by the suppliers and inspectors as non-member companies in Onix Work. Learn more about non-member companies: Understand company type and status in the Companies module

An Express user is created when an organization’s administrator:

  • Establishes an Onix Express portal, and
  • Grants an account access to that Onix Express.

Afterward, the Express user has read-only access to the documentation of the non-member via Onix Express. They cannot make any changes or access equipment details.


Contact is used primarily for creating forms. It stores personal information such asemail, password, name, phone number, picture, signature, and more.

A contact is not a user. However, it can become a user when set to “Active” status.


2.3. Privilege - License - Role - User privileges


The permissions a user has to access an app or a module and to perform actions. There are 3 types of privileges:

  • Full access: You can see and perform actions on the module or function.
  • Read only: You can see the module or function but not edit anything.
  • No access: You cannot see the module or function.



A set of predefined privileges. You cannot create a license and edit a license’ privileges.
Learn more about current Onix licenses and their privileges at: Predefined license privileges.


A set of defined privileges. You can create a role and edit a role’s privileges.
Roles ensure your users have the right access to the right functions. Use roles to maintain consistent privileges among similar users and keep them focused on their work sectors.

User privileges

User privileges are the privileges currently applied to a user. User privileges are determined by the overlapping privileges assigned to the user’s role and license.

For example: A user is assigned the Administrator role and Worker license.

  • The Administrator role includes full-access privileges to all Onix applications, modules, and functions.
  • The Worker license includes access to Onix Worker and limited privileges in modules and functions within Onix Worker.

Therefore, the user can only use Onix Worker with limited privileges in this app’s modules and functions.

3. Concept visualization

Overall, the account and user concept streamlines administration and provides users with appropriate access to Onix applications.

The illustration below shows how an individual account becomes a user of multiple member companies and an Express user of multiple Onix Express portals.

  • As a user, the account is granted access to the organizations. Within each organization, the account has distinct user privileges, which are determined by different licenses and roles.
  • As an Express user, the account is granted access to the Onix Express portals managed by other organizations.

4. Log in and switch between organizations

See Easy and secure login with the redesigned SSO experience for instructions on accessing Onix Work and switching between member companies.

See Access to Onix Express for instructions on accessing Onix Express and switching between portals.