Roles and permissions

A role decides what a member can see and do. Every member has exactly one role per company.

The built-in role

Every company starts with one role, Admin, which can do everything — settings, billing, the team. The person who created the company holds it. It cannot be edited or deleted; make more roles for everyone else.

Making your own

Open Settings → Roles and click New role, or duplicate an existing one and adjust it. Typical roles are a Manager (clients, documents, the schedule and reports, no company settings) and a Technician (the schedule and their own visits, with the client details needed to do the work). Permissions are a grid: for each area (clients, quotes, jobs, invoices, schedule, payments, reports, settings, …) tick whether the role can view, create, edit or delete. A role with no view permission on an area does not see it in the navigation at all.

Some areas have their own rules worth knowing:

• Seeing payments and issuing refunds are separate from editing invoices, so a bookkeeper can record money without changing documents.
• Payroll shows everyone's pay; give it only to people who should see it.
• Reports do not override those two. A role with Reports but without view payments cannot open the Transactions report, and without view payroll the Expenses and Employees reports leave payroll out (the page says "Payroll hidden for your role"). The role editor notes this under the Reports row.
• Converting a request or a quote needs permission on both documents — the one being converted and the one being created.

Hiding prices from a role

Each role has a Can see prices and amounts switch — on the role's page under Settings → Roles, in the Prices & amounts card, and on the New role form. It is on by default for every role, the built-in ones included.

Turn it off when people should do the work without seeing what it is charged at — for example a field crew that should not see your margins. With prices off, a member still sees jobs and their visits, line items by name and quantity, notes and photos, and can start and complete visits. They no longer see unit prices, totals, the job's Billing block, job costing, labor cost, mileage amounts, or the amount column of the quotes and invoices lists; quotes and invoices themselves cannot be opened, and line items and billing of an existing job cannot be changed. Pages that are made of amounts — Insights, the Payments page, Wallets and Transactions, Gift cards and the money reports (Invoices, Quotes, Transactions, Aged Receivables, Taxes, Employees, Bad Debt) — show “Prices are hidden for your role” instead, and the Catalog lists its items without the Price column. The Expenses and Time Sheets reports stay available. The job and request PDFs still download, printed as a work order: the line items by name and quantity, with no prices or totals.

Such a member can still create jobs and requests. The New job and New request forms then show the line items without prices, totals, discounts, taxes or the Billing card. Items picked from your catalog are priced automatically from your price list when the job or request is saved, and a custom item is saved at no charge so the office can price it later. Billing follows your defaults in Settings → Jobs.

A role that can manage users and roles always sees prices, so the switch is locked on for it.

Whose visits a role sees and works

Each role has an Everyone's visits card on its page under Settings → Roles, with two switches:

• Sees everyone's visits — on: the schedule, the dashboard's Today block and the in-progress strip show every visit of the company. Off: they show only the visits the person is on the crew of, and Today always opens on Mine.
• Manages everyone's visits — on: the person can start, complete, reopen, edit, move and delete any visit. Off: only visits they are on the crew of (as lead or helper); other people's visits open read-only, without those actions.

Visits a person is on the crew of are always theirs to see and work. Turning on Manages everyone's visits also turns on Sees everyone's visits. A role that can manage users and roles always has both. The New Role form carries the same two switches, both off by default: a new role sees and works only its own visits until you turn them on. A Technician role usually keeps both off, so each technician sees their own day and cannot change a colleague's visit.

Hiding costs and margins from a role

Each role also has a Can see costs and margins switch — in the Costs & margins card on the role's page, and on the New role form. It controls what the work costs you rather than what you charge: the Job Costing tab on a job, the Cost of catalog items, labor cost on time entries, and the profit and labor-cost columns of the Jobs, Time Sheets and Employees reports. The Jobs report cannot be opened without it.

It is on for the built-in Admin, Manager and Accountant roles and off for the built-in Technician, so a technician keeps prices but not your margins. A new role starts with it off. Costs are money too: with prices hidden, costs stay hidden whatever this switch says. A role that can manage users and roles always sees costs.

Company wallets

The company's own wallets — their balances and transactions on Finances → Wallets and Transactions — are visible only to roles that can view payments (and to administrators). Everyone keeps their own wallet and the wallets shared with them, and anyone can still pick a company wallet when recording an expense.

Changing a role

Edits to a role apply to everyone holding it within a few minutes; nobody has to sign out. Assign a different role to a member from their page under Settings → Users.

Custom roles are limited by plan; the page shows how many you have used.