When I first started working with clients on their HMI setup projects, one question came up again and again—especially for small to mid-sized manufacturing operations, packaging lines, and food processing facilities: “How do I keep machine operators from accidentally changing critical settings, without blocking the staff who actually need to adjust them?” After working with hundreds of teams integrating our HMI 10 Inch into their production floors, I’ve learned there’s a balance here that’s not just about security—it’s about making daily tasks easier, not harder. This post walks through the exact, step-by-step process I share with every client to configure user access levels on our HMI 10 Inch, plus a few real-world tips that keep workflows smooth.
First, a quick note: this guide is tailored specifically to the HMI 10 Inch—our most popular industrial touchscreen for its balance of readability (big enough to see from across a line, but not bulky like 15-inch models) and ease of use. If you’re working on a smaller setup, our HMI 7 Inch follows almost identical logic, so these steps will still apply, but I’ll call out any small differences where they matter. For context, all these access controls are part of our Industrial HMI core functionality—no extra software or paid add-ons required, which is a win for teams on tight budgets.
Let’s start with the basics: why access levels matter, because I’ve seen clients skip this step and end up with costly mistakes. Last year, a client in Ohio told me their night shift operator accidentally changed the machine’s temperature setpoint on a food packaging line, leading to 200 pounds of spoiled product that had to be dumped. That’s the kind of thing that makes maintenance managers pull their hair out. With proper access levels, operators can only adjust their daily tasks (like cycle times or part counts), supervisors can reset alarms but not modify recipe parameters, and engineers alone can tweak PID loops or network settings. It’s not about distrusting staff—it’s about giving everyone clear boundaries so they can do their jobs without roadblocks.
Now, let’s get into the configuration steps. I always tell clients to start this process with two things in hand: a list of all staff who will use the HMI, and a clear job description for each role. No two facilities have the same roles, but most industrial teams fall into four core groups, which we build into the HMI 10 Inch by default. Let’s define those first, because picking the right access tier for each role keeps things from being too granular (and too hard to manage) or too broad (and not secure enough):
- Guest: For visitors, maintenance staff who don’t work on the line daily—only view mode, no changes allowed.
- Operator: Day-to-day line staff who start/stop cycles, reset small alarms, and log production.
- Supervisor: Manages multiple lines, adjusts recipes, approves shifts, and resolves major errors.
- Engineer: Handles machine setup, network changes, firmware updates, and advanced diagnostics.
That said, every team is different. I once worked with a small 3-person contract manufacturing shop that only needed two levels: operators and engineers. Feel free to add custom tiers, but I recommend keeping it simple for the first setup—you can tweak later if needed.
Step 1: Accessing the HMI’s Admin Settings
First, power on your HMI 10 Inch and wait for the home screen to load. The admin menu is hidden by default for security, so you can’t stumble into it by accident. To open it, tap the screen four times quickly in the top-right corner (you can adjust this tap sequence in settings later, but the default works for most users). Once you tap four times, a small “Admin Login” prompt will pop up. The default admin username is “admin” and password is “hmi10inch”—I always remind clients to change this immediately, because anyone who knows the default can access all settings.
If you’re setting up a remote or networked HMI (common for teams with multiple lines in a single facility), this menu will also have options for syncing user data across multiple Industrial HMI units, which saves you from setting up each screen individually. That’s a huge time-saver for facilities with 5 or more HMIs on the same network.
Step 2: Creating User Accounts and Assigning Access Levels
Once logged into the admin menu, select “User Management” from the sidebar. Here’s where it gets hands-on: click “Add New User” and enter their name, employee ID, and contact info (optional, but helpful for tracking who made changes later). Next, assign an access level from the dropdown. For example, if the new user is a line operator, select “Operator”; if they’re the plant’s lead engineer, select “Engineer.”
A quick note for our HMI 7 Inch users: the screen is smaller, so the “Add New User” button is moved to the bottom of the menu to avoid accidental taps, but the rest of the process is identical. I mention this because I’ve had a few clients switching from 7-inch to 10-inch units accidentally tap a random spot when they first logged in—small design difference, but easy to get used to.
You can also set a unique password for each user, which is better than using a shared “Operator” password. Shared passwords lead to confusion—if a setting gets changed, you can’t trace who did it. Individual user accounts let you view an access log later, which is crucial for audits or troubleshooting. For example, if a recipe is changed mid-shift, you can pull the log and see if it was the supervisor (authorized) or someone else (not authorized, which could mean a security issue).
Step 3: Restricting Screen Content by Access Level
This is the part that really makes access levels work, not just a list of users. The HMI 10 Inch lets you hide entire screens or specific elements on a screen based on access level. Let’s take an example: the engineer’s screen has a “PID Loop Adjustment” tab. You want operators to never see this tab, so they don’t accidentally tap it.
To set this up, go to “Screen Editor” from the admin menu. Select the screen you want to restrict, then select the element (like the PID tab) and click “Set Access Level.” Choose which level can see it—for this example, only “Engineer” and “Supervisor” might need access (supervisors may adjust recipes that link to PID settings, too). Operators and guests won’t see that tab at all.
Another common use case: hiding the “Machine Speed” adjustment. Most lines have a fixed speed set by engineering, so you can make that only visible to engineers, while operators only see the current speed. This is where clients see the biggest benefit—no more operators fumbling to adjust settings they shouldn’t, and supervisors don’t have to intervene every time a small change is needed.
Step 4: Testing the Setup (Critical Step!)
I can’t stress this enough: test every access level before you roll this out to the whole team. Too many clients set this up and think it’s working, only to find 10 minutes later that a supervisor can access engineer settings. Here’s how to test properly:
- Log in as a Guest: Make sure you can only view screens, no buttons work (like start/stop, or settings).
- Log in as an Operator: Try to access restricted screens—they should be grayed out or hidden entirely. Test a common task, like resetting a cycle counter, to make sure it works.
- Log in as a Supervisor: Confirm you can adjust recipes but can’t access firmware settings.
- Log in as an Engineer: Check that all advanced settings are accessible, including network and firmware updates.
If you’re using this for a remote team, do a quick test over the network—sometimes access restrictions don’t sync correctly across multiple Industrial HMI units, so checking one that’s on a different line will catch that early.
Step 5: Managing Access Over Time
User roles change, people leave, and new staff join—so access levels aren’t a “set it and forget it” task. I recommend doing a quick check-in every 3 months: remove accounts for staff who no longer work at the facility, adjust access levels for promotions (like if an operator becomes a supervisor), and add new users as needed.
One feature I love on the HMI 10 Inch is temporary access. Last year, a client had a maintenance contractor who needed to adjust a valve but only for 2 hours—instead of creating a permanent account, we set up a temporary access code that expired after 4 hours. No extra work for the admin, and no security risk from a long-term account for someone who only needed access once. That’s the kind of small detail that makes this HMI stand out for on-demand access needs.
Now, a few common mistakes I see clients make when setting up access levels:
- Making access too broad: Giving supervisors engineer-level access “just in case” means you lose the security purpose. Stick to role-specific levels—if a supervisor only needs to adjust recipes, don’t let them change network settings.
- Forgetting to train the team: Most of the time, issues come from staff not knowing about access levels, not the settings themselves. Do a 10-minute huddle with each role: show operators which buttons work, show supervisors how to reset alarms, and show engineers where to find firmware updates. No one likes being locked out, but training prevents frustration.
- Not updating default admin credentials: I’ve had clients who kept the default “admin” password for months. If someone gets physical access to the HMI, they can log in and change all settings. Change that password on day one, and only share it with 1 or 2 senior staff.
For those who are comparing models, the process for the HMI 7 Inch is almost identical, with only minor adjustments to button placement on the smaller screen. The core access level functionality is the same across our Industrial HMI line, so you don’t have to learn a new system if you switch screen sizes later.
At the end of the day, configuring user access levels on the HMI 10 Inch is about balancing safety and productivity. You’re not building a Fort Knox—you’re giving each staff member the tools they need to do their job, without letting small mistakes turn into big problems. If you’re setting this up for the first time and run into snags, or if you’re looking to customize access levels for your unique production line, we’re here to help. Contact our team to discuss your setup needs and get tailored support for your HMI 10 Inch integration.
References
Allen-Bradley. HMI 10 Inch Product Page. Retrieved from /hmi/hmi-10-inch.html
Allen-Bradley. HMI 7 Inch Product Page. Retrieved from /hmi/hmi-7-inch.html
Allen-Bradley. Industrial HMI Overview. Retrieved from /hmi/industrial-hmi.html
Rockwell Automation. HMI User Access Level Configuration Guide. Internal Technical Documentation, 2023.