Control Who Sees What — FileMaker Security & User Roles

As your team grows, not everyone should see the same data. FileMaker gives you complete control over who can view, edit, or delete information—keeping sensitive records safe while giving staff the access they need to work efficiently.

Why roles matter Example access levels

FileMaker Security Highlights

✅ Account logins for each user
✅ Role-based access control
✅ Field-level and record-level protection
✅ Encrypted connections with SSL

Account-Based Access

Each person logs in with a unique FileMaker account, so activity can be tracked and managed individually.

Role Permissions

Create roles like Admin, Manager, Staff, or Read-Only and assign exactly what each one can see or modify.

Granular Control

Limit visibility down to specific layouts, fields, or even records—ideal for financial or HR information.

Auditable & Secure

Track who changed what and when. Combine with FileMaker Server’s SSL and backup tools for full data protection.

Example Role-Based Access Levels

Administrator

Full control—manages users, layouts, and security settings. Usually limited to trusted system managers or executives.

Manager

Can view and edit team data, approve records, and run reports, but cannot change security or system settings.

Staff User

Can create and update records within assigned layouts—ideal for front-line employees entering daily information.

Read-Only or Client Access

Can view certain records—like order status or invoices—but cannot modify data. Perfect for external partners or customers.

Access Comparison Overview

Feature	Admin	Manager	Staff	Read-Only
Edit records	✅	✅	✅	❌
Run reports	✅	✅	Limited	❌
Change layouts	✅	❌	❌	❌
View sensitive data	✅	Limited	❌	❌
Manage user accounts	✅	❌	❌	❌

Frequently Asked Questions

FileMaker uses Privilege Sets to define what each user or group can do. You can assign these roles when creating accounts, ensuring every employee has the right level of access.

Yes. FileMaker supports record-level and field-level permissions. For example, you can allow sales reps to view only their own customers or hide salary fields from non-HR staff.

Absolutely. WebDirect and the FileMaker Data API can provide secure access for clients or vendors with limited roles. Every login is encrypted and governed by your FileMaker privilege sets.

Need Help Setting Up Secure User Roles?

fmphelp.com designs FileMaker systems with layered security—customized for your business roles and data protection needs.

Request a Security Consultation

Ephesians 2:10 — "For we are God's handiwork, created in Christ Jesus to do good works, which God prepared in advance for us to do."