Roles and permissions

A role decides what the people on it can do. You make your own roles, name them as you like, and change them any time. Each person has one role, set on their record or on Settings, HR, People.

Steps: make a role

1. Open Settings, HR, Roles.
2. Press New role, give it a Name, and pick what it should Start from: an existing role, or Nothing: no access at all.
3. Press Make role.
4. In the table, tick the four boxes for each kind of record: View, Add, Change, Delete.
5. For leads, prospects, contacts, accounts, quotes, orders and stops, pick what the role Reaches: Own, Team or All.
6. Set the role's Switches.
7. Open Their menu and home page to choose the screens on the menu and lay out the home page people with this role see.

Own, Team and All

• Own: only the records they are on or own.
• Team: theirs and those of their teams. Teams are made on the Teams tab.
• All: every one.

The four boxes apply within what the role reaches. A sales rep on Own, with View and Change on quotes, sees and edits only their own quotes.

• Who owns a record is changed only by a role that reaches All of that kind, or an admin. A rep on Own asks them to hand a record on.
• Give a role that reaches All quotes or orders All on contacts and accounts too, or it opens other people's quotes with no client.
• Adding a note to a record takes Change on it. The crew's notes on their own stops always go.

The switches

• Message clients: text, email or call a client. Off, the buttons do not show and the send is refused.
• Take payments and refunds.
• See prices and money: payments, costs, profit and margins.
• Discounts and cancellations: give a discount, cancel or reopen an order.
• Export to a spreadsheet. Every export is recorded.
• Approve time off and punches: answer time off requests (never their own), and approve, add and fix the hours of the people on the teams they lead or who report to them. HR approves and fixes everybody's.
• Maintenance: maintenance tasks, an asset's maintenance schedules and the maintenance waiting to be scheduled on Dispatch. Off, they see only the maintenance tasks put on them.
• Office notifications (beside the switches): hears what the office hears, such as new leads, signed quotes and payments.
• Leaderboard: whether the role sees everybody's rows, only its own, or nothing, for the tasks board and for the cases board.

Good to know

• Admin sees and does everything. There is nothing to switch off.
• The same roles and teams are on the Roles tab of Team & Time, for admins.
• Duplicate copies a role to start a new one from it.
• A role with people on it cannot be deleted. Give its people another role first.
• What a role may do is checked by the system itself, not only hidden on the screen.
• A person's own record has an Access tab that shows what they can see. Only an admin changes it, and never their own.

If something goes wrong

• Someone cannot see a screen. Check their role has View on that kind of record and the screen on its menu, and that the module is not switched off under Settings, System, Modules.
• A box will not tick: "Give View first". Tick View before Add, Change or Delete.