Roles & Permissions

Every member holds exactly one role, and that role carries a fixed set of permissions — there are no custom roles to build. What you can tune per account is a small set of permission adjustments layered on top of each role. The whole model is visible in Settings under Roles & Permissions (shown only to members whose role can manage roles).

The six roles

From most to least powerful:

• Owner — full control, including billing, members, and every settings page. The account also has one primary owner, who alone can transfer ownership or delete the account.
• Admin — day-to-day administration: settings, members, jobs, invoicing, reporting.
• Operator — office and sales work: clients, jobs, scheduling, invoicing, without the deepest settings access.
• Supply Manager — purchasing and inventory focused access.
• Vendor — a narrow role for outside collaborators.
• Crew — field work: My Day, assigned visits, time tracking. Crew is the one role covered by Limited license seats; all others use Standard seats.

Read the permission matrix

The top of the Roles & Permissions page shows the Role permissions matrix — a read-only reference of what each role grants, grouped by area (Clients, Jobs, Visits, Invoices, Payments, Reports, and so on) with a column per role. These base permissions follow a fixed role set and are the same for every account, so use the matrix to answer "can an Operator do this?" rather than to make changes.

Permission adjustments

Below the matrix, the Permission adjustments grid holds per-role toggles that layer on top of the base permissions. Changes apply immediately to every user with the role:

• Is scheduler — lets the role schedule and re-schedule jobs and visits.
• Can view labor resource rates — lets the role see hourly rates for labor resources.
• Only display assigned visits — users with the role only see visits assigned to them, and cannot pull up jobs or visits where they are not an assignee.
• Only display assigned tasks — same idea, for tasks.
• Can update billables complete — lets the role change billable quantities when marking a visit or job complete.
• Can change time on timesheet — lets the role edit times when adding timesheet events.

Turning Only display assigned visits on for Crew is the usual way to keep field crews focused on their own schedule.

Financial visibility

Money is gated by permission, not hidden by page. Three boundaries matter:

• Prices and revenue — line prices, estimate totals, and client balances only appear to roles with pricing visibility.
• Job costs — cost and profit figures on jobs and visits require timesheet-management permission.
• Catalog item costs — the default cost on catalog items requires item-editing permission.

The same boundaries carry into Reports: money columns a viewer is not entitled to are withheld everywhere — in the column picker, on screen, and in exports. A margin or profit column requires both its revenue and cost permissions, since either side could be back-calculated from the other.

What gates the settings pages

Several settings pages require the settings-management permission and simply do not appear in the settings navigation without it — including Tags, Vendors, Sales Tax, Automated Messaging, QuickBooks, Payment Terms, Financing, and API Keys. Roles & Permissions itself requires role management, and Payment Methods requires payment management.

Related

• Invite members
• Manage members
• Settings overview
• Using reports