---
title: "Guide: Security in Cintra iQ"
slug: "guide-security-in-cintra-iq"
updated: 2026-06-10T11:26:20Z
published: 2026-06-10T11:26:20Z
canonical: "help.cintra.co.uk/guide-security-in-cintra-iq"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Guide: Security in Cintra iQ

Within **Cintra iQ**, you can create individual security definitions, group them together and then attach them to a security profile which in turn can be applied to a user. Each security profile can contain one or more security definitions specific to the user's needs so that they can only have access to certain information within **Cintra iQ**.

> [!NOTE]
> **Note:** You must have System Administration permission in order to access this functionality.

The **Security** module within **Cintra iQ** describes how to set up the following security definitions:

- **File Permission Security**
- **Look up Security**
- **Menu Security**
- **Field Security**
- **Record Security**

The **Security** module also describes how to assign the following:

- **Multiple Field Access** definitions to a profile
- **Multiple Record Access** definitions to a profile
- Profile to a user.

> [!NOTE]
> **Note:** You can create a user independently of a profile but they still need to be linked together.

## Before you begin

When you are thinking about setting up the security definitions, think about the users and their roles:

- What their duties include?
- What their duties do not include?
- What fields they can access?
- What kind of security is required?

## Individual Security Definitions

| Name | Description |
| --- | --- |
| **File Permission Security** | Within this definition, you can restrict the ability to create new records and/or delete records in the **Navigator** depending on the desired **Folder**'s permissions set up. e.g. I can use this to restrict records being added to Company Vehicles. For more information, see [What is file permission security?](/iq/docs/what-is-file-permission-security) |
| **Lookup Security** | Within this definition, you can restrict access to a **Lookup** table so that the data within the table cannot be changed. e.g. I can use this to restrict access to the Equal Opportunity data such as nationalities, religion, sexual orientation, marital status, or disabilities so that new values cannot be added on an ad hoc basis. For more information, see [What is lookup security?](/iq/docs/what-is-lookup-security) |
| **Menu Security** | Within this definition, you can restrict access to various menu options. e.g. I can use this to restrict access to the **Payroll Tools** menu options, so that Sally in HR does not have access. For more information, see [What is menu security?](/iq/docs/what-is-menu-security) |
| **Field Security** | Within this process, you can create a **Field Access** definition. A **Field Access** definition is a list of individual fields that restricts access to the data that is displayed in the fields. e.g. I can use this to blank out another employee's banking details and salary, or make the fields read only, so that no data can be changed. For more information, see [What is field security?](/iq/docs/what-is-field-security) |
| **Record Security** | Within this process, you can create a **Record Filter** definition. A **Record Filter** definition is a security definition that restricts access to particular records in the **Navigator**, so that when a user logs in, they only have access to certain records. e.g. I can use this to restrict access to any of my director's employment records so that the records cannot be viewed in the system. For more information, see [What is record security?](/iq/docs/what-is-record-security) |

## Basic security steps

> [!TIP]
> **Example:** I need to set up a new user who does not have access to discipline data or medical history, but can see personal details.

In the above example, you would set up the following:

1. Go to **Cintra iQ**: System Administration > Manage Security
2. Create the following individual security definitions:
  - **File Permission Security**
  - **Lookup Security**
  - **Menu Security**
  - **Field Security**
  - **Record Security**
3. Create the **Main** security profile.
  - This allows you to select which individual security definitions you wish to assign to the **Main** security profile. For more information, see [What are security profiles?](/iq/docs/what-are-security-profiles)
4. Set the **User** security details. You can also set the following user details.
  1. Set **Payroll Access**.
  2. Set **Audit Access**.
    - For more information, see [How do I manage users?](/iq/docs/how-do-i-manage-cintra-iq-users)
5. Assign the **Main** security profile to the user. For more information, see [How do I manage users?](/iq/docs/how-do-i-manage-cintra-iq-users)