Customizing team roles and permissions

In this article, you'll learn how to give each person on your team a role, change what a role can do, and create roles of your own. Your office manager needs more than a tech in the field, and roles let you show each person only what they need.

To open roles and permissions:

  1. At the bottom of the menu, click the gear icon to open Settings.
  2. Under Users & roles, click Roles & permissions.
Note: You'll only see the gear if your role has Account Settings, and Users & roles only if it also has User Settings. Roles are edited on the web from a desktop. The phone app lets you pick a role for a person, but it has no page for changing what a role can do.
The Roles & Permissions page with the built-in roles listed
The Roles & Permissions page with the built-in roles listed

The built-in roles

Every company starts with three roles:

  • Admin has every permission, always. You can't open it or change it.
  • Tech starts with everyday permissions turned on, like Messaging, Close Jobs, Charge Credit Cards and Pricebook Access. You can change any of them.
  • Subcontractor starts the same as Tech, but with Other Users Jobs, Delete Job Payments and Other Users Schedule turned off, so a subcontractor only sees their own work. You can change these too.

Built-in roles can't be deleted.

What the permissions cover

Each permission is a switch with a short description under it. The page shows them as one list. Here's how they group together:

  • Settings and the office: Dashboard, Account Settings, User Settings, Job Settings, Lead Settings, Notifications
  • Jobs: Add Jobs, Other Users Jobs, Job History, Close Jobs, Cancel Jobs, Reschedule Jobs, Change Job Type, Modify Done Jobs
  • Clients, leads and messages: Clients, Client Job History, Merge Clients, Leads, Convert Lead To Job, Messaging, Client's Messages
  • Money: Financial Data, Charge Credit Cards, Delete Job Payments, Change Payment Options On Invoices And Estimates, Pricebook Access
  • Team schedule: Schedule Admin, Other Users Schedule, Time Off Approval/Decline
Tip: Be careful with User Settings. Anyone with it can open this page and change everyone's roles, including their own.

Giving someone a role

When you invite them

  1. Open Settings, then Team management under Users & roles. The main menu's Team opens the same page.
  2. Click + Add New. The Add team member panel opens on the User tab.
  3. Fill in their email, name and phone, then pick a role under Permission level. It starts on Tech.
  4. Click Invite user. You'll see "Invitation sent".

People added from the Subcontractor tab get the Subcontractor role automatically, so it isn't offered under Permission level.

Inviting a team member with a role

After they're on the team

  1. In Team management, click the person's row to open their User Profile.
  2. On the Profile tab, under Roles and permissions, choose a role from the Role dropdown.
  3. Click Save at the bottom of the page.

On the phone app, open Team from the menu, tap the person, and pick from the Role dropdown on the Profile tab, then tap Save. You need the User Settings permission to edit anyone.

Note: The account owner's role can't be changed.

Changing a role's permissions

  1. On Roles & Permissions, click the role you want to change.
  2. A panel slides in titled Edit permissions for role followed by the role's name.
  3. Turn each switch on or off. Use the Search box to find a permission by name or description.
  4. Click Save, or Cancel to close without changing anything.

You'll see "Permissions saved" at the top of the screen. The change applies to everyone who has that role.

Opening the Tech role and finding a permission

Creating a new role

  1. On Roles & Permissions, click + Add New Role.
  2. In the Create Role box, type a name in Role Name.
  3. Click Save. You'll see "Role Created".
  4. Click the new role in the list to open it.
  5. Turn on the permissions this role should have, then click Save.
Note: A new role starts with every permission turned off. Nobody holding it can do much until you switch things on. Two roles can't share a name.
Creating a new role

Deleting a role you made

Roles you created have a Delete Role button on their row. Click it and confirm with Delete. Anyone who had that role is moved to Tech, and the message at the top tells you how many.

Hiding features from one person

On the web User Profile, below Notes, there's a list called CRM features this login sees (unticked = hidden). Untick a feature to hide it from just this person, whatever their role says. Each tick saves as soon as you click it. A feature your company hasn't turned on in Features stays hidden either way, and an Admin always sees everything.

This list only shows for someone who can log in and isn't an Admin, and only on a desktop.

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