People and roles overview

Use the People and roles step of an application form to identify key roles, such as Agent or Registered Owner, and to add other participants as collaborators on an application.

As an agent submitting an application or an owner of a property that is the subject of an application, you are always included as a participant on the application. An agent cannot submit an application if they do not set the registered owner. The provision of registered owner information is mandated by legislation.

You can add other people to the application as participants, so that you have an easily accessible list of everyone involved in the building project and the right people can contribute to the application. When you add someone to an application, you identify the role that they play in the application process and the type of access they have to the application.

Use roles to identify the part a person plays in the application or project.

Every application must have either a participant set as the Registered Owner or have both an Agent and a Registered Owner, and a participant set as the Invoice Payer.

Agent

The Agent:

  • is always automatically entered as the first point of contact on an application for communications that do not relate to payments or code compliance certificates.

  • is always deemed to be acting on behalf of and with the permission of the Registered Owner and additional owners.

  • always has a minimum of manage access.

  • may be reassigned to another participant by the Registered Owner, irrespective of the Registered Owner's access level.

Registered Owner

The Registered Owner:

  • must be detailed as the legally registered owner for the property.

    Important note:  Do not enter the agent details against the registered owner, as the BCA will issue an RFI for you to correct this information. RFIs slow down the building consent process.

  • is the first point of contact for all owners listed for the property on an application. Only one participant may be assigned the Registered Owner role.

  • may be configured as a group of owners with the person named in the first and last name fields as the first point of contact for the group.

  • always has a minimum of read-only access and they can never be denied access.

  • may add or remove participants on an application or content, even with read-only access.

  • may assign the Agent role, even with read-only access.

  • may turn off most notifications, but will always receive mandatory notifications.

These special rights ensure that the Registered Owner has full visibility of applications made on their behalf and can appoint and remove agents acting on their behalf.

If there is only a Registered Owner and no Agent, then the system automatically assigns the Agent role to the Registered Owner.

Invoice Payer

The Invoice Payer:

  • is the first point of contact for payment requests.

  • receives all payment request notifications.

  • may be held by a participant with other roles.

The other roles available are optional, but it is a good idea to add any person that is going to be doing any significant work on the project.

  • Additional Owner: When specifying owners of a property, you must include all the owners listed on the record of title.

  • Assessment Primary Contact: After an application is lodged and is being assessed, the participant with this role is the primary contact for BCA communication and receives notifications during the Assessment stage only. If not assigned, then this defaults to the Agent, if there is one, or the Registered Owner.

  • Inspections Primary Contact: After a consent is granted and issued, the participant with this role is the primary contact for inspections communications and receives notifications during the Inspections stage only. If not assigned, then this defaults to the Agent, if there is one, or the Registered Owner.

  • CCC Primary Contact: After inspections are complete, the participant with this role is the primary contact for code compliance communications and receives notification during the Certificate stage only. If not assigned, then this defaults to the Registered Owner.

  • Architect, Builder, Carpenter, Designer, Electrician, Engineer, Fire Safety Designer, Gasfitter, Plumber: We recommend that you assign these roles to participants as part of the application process and grant them view or edit level access, to invite them to collaborate on the application.

Use access levels to let participants view (read-only access), edit or manage an application or to deny access.

View

Applicants are notified when added and can look at all content on an application including uploaded files.

They cannot edit content or delete files or submit applications or RFI responses. They do not receive other application notifications.

Edit

Applicants are notified when added and can view all content including uploaded files. They can modify content, including modifying RFI responses. However they cannot submit applications or RFI responses.

Manage

Applicants are notified when added. They can view and modify all content. They can manage participants. They can submit applications and RFI responses.

No access

Use to include participant details in applications without inviting them.

They cannot view the application or consent and do not receive any notifications.