Custom Roles

Create tailored permission levels for your team.

Why Custom Roles?

Built-in roles (Admin, Manager, Employee) may not fit everyone:

• Estimator who needs takeoff but not financials
• Accountant who needs invoices but not projects
• Subcontractor with limited project access

Custom roles let you fine-tune permissions.

Creating a Custom Role

Go to Roles

Navigate to Settings → Roles.

Click New Role

Click + Create Role.

Name Your Role

Choose a descriptive name:

• "Estimator"
• "Bookkeeper"
• "Field Supervisor"
• "Client Viewer"

Set Permissions

Check the permissions this role should have.

Save

Click Save Role.

Permission Categories

Projects

Takeoff

Documents

Quotes

Financial

Team

Settings

Example Custom Roles

Estimator

Focus on takeoff and quotes:

• ✓ View/Create/Edit takeoffs
• ✓ View/Create/Edit quotes
• ✓ View/Upload documents
• ✗ Financial access
• ✗ User management

Bookkeeper

Financial access only:

• ✓ View/Create invoices
• ✓ Record payments
• ✓ View financial reports
• ✓ View projects (read only)
• ✗ Takeoffs
• ✗ User management

Field Supervisor

Project and team focus:

• ✓ View projects
• ✓ Edit assigned tasks
• ✓ View/Upload documents
• ✓ View team attendance
• ✗ Quotes
• ✗ Financial details

Client Viewer

Read-only client access:

• ✓ View specific project
• ✓ View documents
• ✓ View quotes (sent to them)
• ✗ Everything else

Assigning Custom Roles

Once created, assign to users:

1. Go to Settings → Team
2. Click user's name
3. Select Change Role
4. Choose your custom role
5. Save

Editing Roles

1. Go to Settings → Roles
2. Click role name
3. Modify permissions
4. Save

Deleting Roles

Before deleting:

• Reassign users to another role
• Role cannot have assigned users

To delete:

1. Click role name
2. Click Delete Role
3. Confirm

Role Hierarchy

Permissions are cumulative with base access:

• Custom roles include basic app access
• Can't grant more than Admin level
• Owner permissions can't be assigned

Best Practices

Start Restrictive

Begin with minimal permissions:

• Add access as needed
• Easier than removing later

Document Your Roles

Keep notes on role purposes:

• Who should have this role
• Why these permissions
• When to review

Regular Reviews

Quarterly role audit:

• Are roles still appropriate?
• Do permissions match job functions?
• Any unused roles to delete?

Troubleshooting

Q: User missing expected access

• Check their role's permissions
• Verify role is correctly assigned
• Some features need multiple permissions

Q: Can't restrict Owner

Owner role is fixed and cannot be modified for security.

Q: Role changes not taking effect

User may need to refresh their browser or log out/in.

Next Steps

• User Management - Assign roles to users
• Settings Overview - Other configuration
• Team - Manage your workforce