Roles
Every staff member has one role. The role decides which menus they see and what they can change.
When to use
- You are choosing a role for a new staff member.
- You are not sure why a menu or button is missing.
Overview
There are four roles. They are fixed: there is no custom permission list.
| Role | Who it suits | In short |
|---|---|---|
| Owner | Directors and the business owner | Everything, including settings, Xero, staff and the payroll export |
| Office | Office and admin staff | Customers, jobs, bookings, parts, supplier bills, and timesheet approval |
| Supervisor | Workshop or field manager | Jobs, bookings, staff allocation, timesheet approval and leave |
| Technician | Mechanics, apprentices, hose makers | Clock on and off, their jobs, parts, notes, and their own leave |
A shared workshop PC is not a person and has no role. See the shared workshop PC.
Key features
What each role can do
| Area | Technician | Supervisor | Office | Owner |
|---|---|---|---|---|
| Clock on and off, edit own time for today | Yes | Yes | If Records time is on | If Records time is on |
| See all staff timesheets | No | Yes | Yes | Yes |
| Edit and approve timesheets | No | Yes | Yes | Yes |
| Decide leave requests | No | Yes | No (can view) | Yes |
| Payroll export | No | No | No | Yes |
| Job dashboard, job board and bookings | No | Yes | Yes | Yes |
| Create a job | Yes (booked on themselves) | Yes | Yes | Yes |
| Edit a job, change any job’s status | No | Yes | Yes | Yes |
| Start a job and mark work finished | Their own jobs | Yes | Yes | Yes |
| Customers and assets | View | Edit, transfer assets | Edit, transfer assets | Edit, transfer assets |
| Add parts to a job, request a part | Yes | Yes | Yes | Yes |
| Receive parts | Yes | Yes | Yes | Yes |
| Parts list and pricing | No | View sell prices | Edit | Edit |
| Parts to order (mark ordered) | No | No | Yes | Yes |
| Costs and margins | No | No | Yes | Yes |
| Supplier bills | No | No | Yes | Yes |
| Staff, settings and Xero | No | No | No | Yes |
Notes
- Nobody approves or changes their own shifts, except an Owner.
- A technician who creates a job gets the default labour rate and is booked on the job for today. They cannot book other people or set the rate.
- Technicians never see costs, margins or sell prices.
- A supervisor sees sell prices on parts, never costs.
- Receiving parts is done on your own sign-in, never on the shared PC.
How to: change someone’s role (Owner)
- Go to Settings, then Staff, and select Edit beside the person.
- Choose a Role.
- Select Save.
Tips & gotchas
- If a page says You don’t have access to this page, your role does not include it. Ask an Owner if you think it should.
- Office and Owner staff only appear on the Clock page if Records time is ticked on their staff record.
- Menus hide what a role cannot use, so a short menu is normal for technicians.
Related
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