Editing a Role

Editable role rows on the Roles screen open the Edit Role popup. What you can change depends on whether the role is a system role or a custom role.

Every business has a ready-made Worker role for field workers. It covers the worksheets assigned to them: marking jobs complete or missed, recording what was paid, taking card payments, adding notes, getting directions, printing the worksheet and submitting it. It leaves out prices and balances, everyone else's worksheets, choosing who does a worksheet, and the planner, jobs, customers, money pages, reports and dashboard, so they start on Worksheets when they sign in. Tick more for it, or untick what you would rather they left to you, such as Submit, which also lets them move a submitted worksheet, and what it put in your accounts, to another date.

Every business also has a ready-made Accountant role, for your accountant or bookkeeper. It can look at your accounts without changing anything: Accounts > Home, transactions, expenses and their receipts, invoices, which it can open and print, debts and Who owes you, customers, vehicles, prices and balances, the reports, and the VAT and Income Tax pages. It can download the reports, the lists with Export CSV and the download on For your accountant, as it has Export Reports and Lists under Reports, and all your records from Export your data, as it has Export Data under Settings. It can't add, change, delete or send anything, such as a payment, an expense, an invoice, an email or a tax return, and it doesn't have the jobs, worksheets, quotes, rounds, planner or dashboard, so it starts on Accounts > Home when it signs in. As with the Worker role, tick more for it, or untick what you would rather it didn't see.

Untick Record Payment, under Worksheets, and the role can still mark jobs complete or missed on a worksheet, but not record what the customer paid: the Paid and Not Paid buttons, the Paid amount, Tip, the Payment section and Charge Customer don't show in the job's popup. A payment someone else recorded stays as it is.

Untick Assign, under Worksheets, and the role can't give a worksheet to someone or take it off them: Assign to User doesn't show, renaming a worksheet leaves who has it alone, and a worksheet they make is left unassigned, or is theirs if they only see their own. Every role you had, and the Member role of a new business, can assign worksheets until you untick it. The Worker role starts without it.

Untick View All Worksheets, under Worksheets, and the role sees only the worksheets assigned to its people: in the worksheet list, on the worksheet itself, in the Add to Worksheet popups and on the daily summary. Anyone else's worksheet can't be opened, changed or printed by them, and a job on one shows as on Another worksheet, so it isn't added twice. A worksheet they make is assigned to them unless they choose someone. Every role you had, and the Member role of a new business, can view all worksheets until you untick it. The Worker role starts without it.

The permissions under Collection sheets decide what a role can do with collection sheets, the rounds of calls to collect what customers owe.

Owners, admins and members start with all of them, and the Worker role with none. To have someone collect on the sheets you give them and nothing else, tick View and Record Payment, with Create under Payments, and leave View All Collection Sheets unticked.

Untick View Prices and Balances, under Prices, for a role such as your field workers' and Work Planner leaves out what customers are charged and owe wherever that role works: worksheets and their totals, the Planner, jobs, customers, rounds, the jobs map and the daily summary. It is left out of what Work Planner sends to their phone, not just hidden on screen.

Two permissions, under Availability, decide what a role can do on Work > Team. View Team Availability lets it see who's working and who's off, there and on the planner. Manage Time Off and Working Days lets it approve and decline requests, book, change and cancel anyone's time off, set people's working days, and see what kind of time off it is and the notes. Owners and admins have both. The Member role starts with View Team Availability, and the Worker role with neither.

Anyone can ask for time off and see their own in My time off on their profile, whatever their role. Without Manage Time Off and Working Days, someone else's sick or other time off shows as just Off.

View the Team's Day and Locations, under Team today, lets a role open Work > Team > Today and follow how everyone's day is going: who's working, who's finished, who's off, and today's stops on a map. Owners and admins have it. You can tick it for other roles, but not for the Worker role, which never sees anyone else's day. If your business has location sharing on, it also shows where people who share are, and the route they've taken today.

Two permissions, under Vehicles, decide what a role can do with your vans and cars. View lets it open Work > Vehicles, see each vehicle's key dates, mileage and checks, see the Dashboard's Vehicle Dates widget, and be told about vehicle reminders and problems found on checks. Manage lets it add, change, sell and delete vehicles, choose who drives them, look registrations up, add and correct mileage readings, mark problems found on checks as fixed, and change the daily checks and mileage settings. Owners, admins and members start with both, and the Worker role with neither.

A field worker doesn't need either to use a vehicle: their worksheet shows the vehicle they're out in, and they check it, note its mileage and change it to the one they took from there, with the worksheet permissions. What each vehicle has earned and cost only shows for roles that can see reports.

Export Reports and Lists, under Reports, decides whether a role can download your reports and lists as files. With it, the role has Export CSV on the Transactions, Expenses, Invoices, Who owes you and Customers lists, the downloads on the reports, such as the profit and loss and the VAT returns, and the download on For your accountant. A list's Export CSV also needs the permission to see that list, such as View under Customers for the customers.

Owners, admins and the ready-made Accountant role have it. The Member and Worker roles start without it: the lists still show for them, without Export CSV. Tick it only for roles you'd trust with a copy of your customers and accounts.

Export Data, under Settings, decides whether a role can download all your records from Export your data: your customers and jobs as a spreadsheet, or everything as a ZIP file. It's separate from Export Reports and Lists, so a role can download reports and lists without a copy of every customer and job.

Owners, admins and the ready-made Accountant role have it, and so does any role you gave Export Reports and Lists before Export Data had a permission of its own. The Member and Worker roles start without it.