Set up roles and permissions for your team

Roles decide what each person can see and do. Open People and access, Roles in the admin area (you need permission to manage roles).

Start from the defaults

Your company starts with roles such as owner, manager, dispatcher, finance, support and technician. Each lists who holds it. You can duplicate a role and change the copy instead of editing the original.

Edit a role

Each role has switches grouped by area: read, create, update and delete for jobs, clients, billing and so on, plus special permissions (for example to approve jobs or see sensitive client fields). Adding, editing and removing roles and settings are separate permissions, so you can let someone edit settings without letting them change roles.

What “reach” means

A role without the permission to see all jobs sees only the jobs assigned to it, and the clients, sites and systems on those jobs. That is how technicians see their own work and not a colleague’s. Money, costs, supplier details and sensitive client fields can be limited the same way.

Invite people

Under Team, invite a person by email and choose their role. Team details such as email, last seen and devices are visible only to people allowed to see security details.

Good habits

• Give people the smallest role that lets them do their job.
• Use two-step verification for owners.
• Check the Activity log (Records) to see who changed what.

See Security and data for the whole picture.