Hiding prices and totals from your team

In this article, you'll learn how to keep prices, totals and other money details away from people on your team who don't need them. It's a common setup when your crew runs the jobs but shouldn't see what the customer pays or how the business is doing.

You do it through roles. Every team member has a role, and each role is a set of permission switches. Turn one switch off for a role and everyone in that role loses it.

To open Roles & permissions:

  1. At the bottom of the menu, click the gear icon (Settings).
  2. Under Users & roles, click Roles & permissions.
The Roles & Permissions page lists every role on your account
The Roles & Permissions page lists every role on your account
Note: Roles are set up on the web CRM from a desktop. The phone app has no roles page, and on a phone-sized screen this page only tells you to use a desktop. You also need the User Settings permission to open it. Admins always have it.

What the Financial Data switch does

The permission is called Financial Data. Its description reads "Can view prices, totals and costs on jobs and invoices." It's on for the built-in Tech and Subcontractor roles until you switch it off.

With it off, people in that role:

  • No longer see Estimates, Invoices or Reports in the menu, on the web or in the phone app.
  • Lose the Items, Payments and Estimates tabs on a job on the desktop, and the Finance tab on a job in the phone app and on phone-sized web.
  • Don't get New estimate in the desktop Create new (+) menu on a customer's page.

They can still see their jobs, the schedule and the map, and do their work. Only the money screens go away.

How to switch off Financial Data for a role

  1. Open Roles & permissions (steps above).
  2. Click the role you want to restrict, for example Tech. A panel slides in called Edit permissions for role tech.
  3. Type "Financial" in the Search box to jump to it, or scroll to Financial Data.
  4. Click the switch to turn it off. Green means on, grey means off.
  5. Click Save. You'll see a Permissions saved message.
Finding and switching off Financial Data for the Tech role
Note: You can't open the Admin role. Admins always have every permission, so to restrict someone, give them a different role.
Tip: If you only want this for some of your techs, click Add New Role, type a name like "Crew" in the Role Name box and click Save. You'll see a Role Created message. A new role starts with every switch off, so open it and turn on just what they need.
Creating a custom role

Other money switches worth checking

While you're in the same panel, look at these:

  • Pricebook Access ("Access to price book"). With it off, Price book drops out of the menu on the web and in the app, and the role can't open your items and prices. It's on for Tech by default.
  • Charge Credit Cards ("Add credit charge payments"). On for Tech by default.
  • Delete Job Payments ("Can delete and refund job payments"). On for Tech, off for Subcontractor.

Wages on the Team Schedule are separate

Financial Data has nothing to do with pay rates. On the Team Schedule, only people with the Schedule Admin permission see everyone's labor cost. Everyone else sees only their own. Schedule Admin is off for Tech by default. Each person's rate is the Labor cost per hour box on their profile.

Note: On the desktop, Team Schedule shows in the menu once Employees is switched on in the Features store. The phone app lists it either way.

Changing a team member's role

On the web:

  1. In the menu, click Team (or open Settings and click Team management under Users & roles).
  2. Click the person. Their User Profile opens on the Profile tab.
  3. Under Roles and permissions, pick a role from the Role drop-down.
  4. Click Save. You'll see a Saved message.
The Team page, where you click a person to change their role
The Team page, where you click a person to change their role

On the phone app, open Team from the menu, tap the person, pick a Role, and tap Save.

Note: You can't change the account owner's role.
Warning: Clicking Delete Role on a custom role moves everyone who had it to Tech, which has Financial Data on unless you've switched it off.

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