What are the User Access Levels and Roles?

Best Practices for Role Assignment

Assign users the minimum level of access required to perform their job functions. This reduces risk and maintains compliance with data protection principles.

Consider separating critical functions across different roles if possible, for example frontline staff create transactions and CDD or Compliance Officer approves transactions.

Conduct periodic reviews to ensure:

• User roles still match current job responsibilities
• Departed staff have been removed
• No unnecessary elevated privileges

Training Requirements

All users, regardless of role, should complete appropriate AML/CTF training before being granted access to the system. The Compliance Officer can use the training exemption feature only in exceptional circumstances, with proper documentation.

Role	Primary Responsibility
Frontline Staff	Monitor day-to-day customer interactions, escalate unusual behaviour
Compliance Officer	Review alerts, conduct investigations, maintain monitoring records
Compliance Officer 2IC	Second-in-command for compliance with view and reporting access
CDD	Customer Due Diligence – same as frontline staff with transaction sign-off ability
Integration Developer	Technical user for integration setup without production data access
Training Only	Limited to completing training modules only
Senior Management	Approve escalated cases, oversee SMR filings, ensure resources are in place
Board / Directors	Ensure monitoring framework is effective and meets AUSTRAC obligations
External Auditor	Independent review of AML/CTF program for regulatory compliance

Detailed Role Descriptions

1. Frontline Staff

Role Description: Monitor day-to-day customer interactions, escalate unusual behaviour

Allowed Permissions:

• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• Complete Training Modules – Access and complete assigned training
• View Dashboard – See required actions and summary on login
• View Compliance Officer – Access contact details for the compliance officer
• View Program – View the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Integrations – See available integrations
• Install App for User – Install applications at user level

2. Compliance Officer

Role Description: Review alerts, conduct investigations, maintain monitoring records. The compliance officer is the local administrator for the account.

Allowed Permissions:

• Submit AUSTRAC Reports – File Suspicious Matter Reports (SMRs)
• View AUSTRAC Reports – Access all SMRs and similar reports
• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Sign Off Transaction – Review and approve transactions
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• View AUSTRAC Statistics – Access reporting statistics
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Monitor staff training completion
• Complete Training Modules – Access and complete assigned training
• Create Custom Training Module – Upload and manage SCORM packages for the account
• Grant Training Exemption – Allow users to perform services without completing specific training
• View Dashboard – See required actions and summary on login
• Add / Remove Compliance Officer – Manage compliance officer designation
• View Compliance Officer – Access contact details for the compliance officer
• Compliance Calendar – Track compliance dates
• View Compliance – Access compliance overview
• View ML/TF Risk Assessment – Access AML program
• Update ML/TF Risk Assessment – Complete risk assessments
• Update Program – Modify AML/CTF program
• View Program – View the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Previous Reports – Access historical reports
• View Board Report – Access executive reporting
• Submit Annual Report – File annual AUSTRAC reports
• View Annual Report – Access historical annual reports
• Add Remove Platform Users – Full user management
• Conduct Staff Member KYC / AML – Perform employee due diligence
• Multi Client Dashboard and Reporting Access – Access consolidated reporting
• Manage Billings and Subscriptions – Control account billing
• Update Account Settings – Configure account preferences
• Whitelist Integration – Approve integration access
• Create New Custom Integration – Build new integrations
• View Integrations – See available integrations
• Install App for Account – Deploy integrations account-wide
• Install App for User – Install applications at user level
• Update App – Modify existing integrations
• API Key Management – Create and manage API credentials
• OAuth Client Management – Configure OAuth authentication
• Webhook Management – Set up event notifications

3. Compliance Officer 2IC

Role Description: Second-in-command for compliance with view and reporting access

Allowed Permissions:

• Submit AUSTRAC Reports – File Suspicious Matter Reports (SMRs)
• View AUSTRAC Reports – Access all SMRs and similar reports
• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Sign Off Transaction – Review and approve transactions
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• View AUSTRAC Statistics – Access reporting statistics
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Monitor staff training completion
• Complete Training Modules – Access and complete assigned training
• View Dashboard – See required actions and summary on login
• View Compliance Officer – Access contact details for the compliance officer
• Compliance Calendar – Track compliance action dates
• View Compliance – Access compliance overview
• View ML/TF Risk Assessment – Access draft AML program
• View Program – Review the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Previous Reports – Access historical reports
• View Board Report – Access executive reporting
• View Annual Report – Access historical annual reports
• Add Remove Platform Users – Full user management
• Conduct Staff Member KYC / AML – Perform employee due diligence
• Multi Client Dashboard and Reporting Access – Access consolidated reporting
• Manage Billings and Subscriptions – Control account billing
• Update Account Settings – Configure account preferences
• Whitelist Integration – Approve integration access
• View Integrations – See available integrations
• Install App for User – Install applications at user level

Note: The 2IC Compliance Officer cannot create training modules, grant exemptions, update risk assessments, or submit annual reports independently, these functions require approval or are restricted to primary Compliance Officer. There can be multiple 2IC compliance officers.

4. CDD (Customer Due Diligence)

Role Description: Same permissions as frontline staff but with the ability to sign off transactions and view training status.

Allowed Permissions:

• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Sign Off Transaction – Review and approve transactions (key difference from Frontline Staff)
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Access training reports
• Complete Training Modules – Access and complete assigned training
• View Dashboard – See required actions and summary on login
• View Compliance Officer – Access contact details for the compliance officer
• View Program – Review the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Integrations – See available integrations
• Install App for User – Install applications at user level

5. Integration Developer

Role Description: Technical user for integration setup without production data access

Allowed Permissions:

• Complete Training Modules – Maintain training compliance
• Update Account Settings – Configure integration settings
• Whitelist Integration – Approve integration access
• Create New Custom Integration – Build new integrations
• View Integrations – See available integrations
• Install App for Account – Deploy integrations account-wide
• Install App for User – Install applications at user level
• Update App – Modify existing integrations
• API Key Management – Create and manage API credentials
• OAuth Client Management – Configure OAuth authentication
• Webhook Management – Set up event notifications
  

6. Training Only

Role Description: Limited to completing training modules only, cannot access transactions, reports, or compliance tools.

Allowed Permissions:

• Complete Training Modules – Access assigned training
• View Integrations – See available apps
• Install App for User – Personal app installation only

7. Senior Management

Role Description: Can review escalated cases but is unable to create training modules, grant training exemptions, submit annual reports, designate compliance officers, or update compliance programs.

Allowed Permissions:

• Submit AUSTRAC Reports – File Suspicious Matter Reports (SMRs)
• View AUSTRAC Reports – Access all SMRs and similar reports
• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Sign Off Transaction – Review and approve transactions
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• View AUSTRAC Statistics – Access reporting statistics
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Monitor staff training completion
• Complete Training Modules – Access and complete assigned training
• View Dashboard – See required actions and summary on login
• View Compliance Officer – Access contact details for the compliance officer
• Compliance Calendar – Track compliance dates
• View ML/TF Risk Assessment – Access draft AML program
• Update ML/TF Risk Assessment – Complete risk assessments
• View Program – Review the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Previous Reports – Access historical reports
• View Board Report – Access executive reporting
• View Annual Report – Access historical annual reports
• Add Remove Platform Users – Full user management
• Multi Client Dashboard and Reporting Access – Access consolidated reporting
• Manage Billings and Subscriptions – Control account billing
• Update Account Settings – Configure account preferences
• Whitelist Integration – Approve integration access
• Create New Custom Integration – Build new integrations
• View Integrations – See available integrations
• Install App for Account – Deploy integrations account-wide
• Install App for User – Install applications at user level
• Update App – Modify existing integrations
• API Key Management – Create and manage API credentials
• OAuth Client Management – Configure OAuth authentication
• Webhook Management – Set up event notifications

8. Board / Directors

Role Description: Ensure monitoring framework is effective and meets AUSTRAC obligations

Allowed Permissions:

• View AUSTRAC Reports – Access SMRs (view only, cannot submit)
• Create Transactions – Initiate and update customer transactions
• List / View Transactions – Access all transactions in the account
• Sign Off Transaction – Review and approve transactions
• Add Notes – Add custom data and notes to transactions
• Submit Transaction for Outsourcing – Request CDD/ECDD assistance from easyAML team
• View AUSTRAC Statistics – Access reporting statistics
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Monitor staff training completion
• Complete Training Modules – Access and complete assigned training
• View Dashboard – See required actions and summary on login
• Add / Remove Compliance Officer – Designate compliance leadership
• View Compliance Officer – Access contact details for the compliance officer
• Compliance Calendar – Track compliance action dates
• View ML/TF Risk Assessment – Access draft AML program (read-only)
• View Program – Review the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Previous Reports – Access historical reports
• View Board Report – Access executive reporting
• View Annual Report – Access historical annual reports
• Conduct Staff Member KYC / AML – Perform employee due diligence
• Multi Client Dashboard and Reporting Access – Organization-wide view
• Manage Billings and Subscriptions – Financial oversight
• Update Account Settings – Configure account preferences
• Create New Custom Integration – Build new integrations
• View Integrations – See available integrations
• Install App for Account – Deploy integrations account-wide
• Install App for User – Install applications at user level
• Update App – Modify existing integrations
• API Key Management – Create and manage API credentials
• OAuth Client Management – Configure OAuth authentication
• Webhook Management – Set up event notifications

9. External Auditor

Role Description: Independent review of AML/CTF program for regulatory compliance and effectiveness

Allowed Permissions:

• View AUSTRAC Reports – Read-only access to SMRs
• List / View Transactions – Read-only transaction access
• View AUSTRAC Statistics – Access reporting statistics
• View Transaction Statistics – Monitor transaction metrics
• View Company Wide Training Dashboard – Monitor training compliance
• View Dashboard – See required actions and summary
• View Compliance Officer – Access contact details for the compliance officer
• Compliance Calendar – Track compliance deadlines
• View ML/TF Risk Assessment – Review risk assessments
• View Program – Review the AML/CTF program
• AUSTRAC Advice – Access AUSTRAC compliance guidance
• View Previous Reports – Access historical reports
• View Board Report – Access executive reporting
• View Annual Report – Access historical annual reports
• Multi Client Dashboard and Reporting Access – Organization-wide view
• View Integrations – See available integrations
• Install App for User – Install applications at user level
  
  

Need Help?

If you have questions about which role is appropriate for a user, or need assistance configuring user access, please contact easyAML support at support@easyaml.com.au or consult with your Compliance Officer.