Permissions & Screen Visibility

Control which screens each team member can access and whether they can view or edit data. Hide unused screens to simplify the interface for specific roles.

Overview

Every team member has a profile that controls what they can see and do in the application. Business owners can configure each team member's profile from Settings | Users & Teams by selecting a user.

Each screen in the application (Clients, Estimates, Invoices, Jobs, etc.) has its own access level setting. This lets you give different permissions for different parts of the app — for example, an estimator might have full access to Estimates but read-only access to Invoices.

Access Levels Explained

Each screen can be set to one of five access levels. These control both visibility (what data is shown) and editability (whether the user can create or modify entries).

Access Level Sees Own Data Sees Team Data Can Edit
User Yes No Own data only
User + Team Yes Yes All data
User + Team R/O Yes Yes (read-only) Own data only
User R/O + Team R/O Yes (read-only) Yes (read-only) No
None / Hidden No No No — screen is hidden
R/O stands for Read Only. When a section is read-only, the user can view existing entries but cannot create new ones or modify existing ones.

Configurable Screens

The following screens can each have their access level set independently in a user's profile.

Screen Available Access Levels
Clients User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Estimates User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Invoices User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Items User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Agenda User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Jobs User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Projects User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Timesheet User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Mileages User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Incomes User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Expenses User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Reports User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Leads / RFPs User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Forms User, User + Team, User + Team R/O, User R/O + Team R/O, Hidden
Dashboard Normal, Simplified (hides financial data)
Photos User, User + Team, Hidden
Bank Accounts User, Hidden
Location User, User + Team, User + Everyone (see below)
Tip: Some screens like Dashboard, Photos, and Bank Accounts have fewer options because they don't support the full range of access levels.

Location: Who Can See Whom

Location controls whose last known position a user is allowed to see — on the team map, on the Locate button in Users & Teams, and anywhere else a position appears. It is set per user, in the same place as every other access level.

Note: Location works a little differently from the other screens. User + Team means the member's own teams (the groups he belongs to), not everyone in the business. There are also no read-only options, because a position is never something you edit — you either see it or you don't.
Setting What the user can see
User His own position only. Nobody else's.
User + Team His own position, plus the members of the teams he belongs to. A crew sees its own crew.
User + Everyone His own position, plus every member of the business.
The owner always sees everyone in his own business, whatever this setting says. The owner is the one who assigns these rights, so he cannot lock himself out of his own team map.

A user never sees anyone outside his business, at any setting. And a member who has turned off location sharing has no position to show, so he will not appear on the map even for someone allowed to see him.

Tip: New profiles start at User + Team. If your crews work separately and you would rather each one only saw its own people, that is already the default — raise it to User + Everyone for supervisors who need the whole picture.

Hiding Screens

Setting a screen to None / Hidden removes it completely from the user's interface. The screen won't appear in menus or navigation — the user won't know it exists.

Why Hide Screens?

  • Simplify the interface — remove screens a user doesn't need
  • Restrict sensitive data — prevent access to financial information
  • Role-based views — show only what's relevant to each role
Important: When you hide a screen, the user cannot access any data on that screen. Make sure the user doesn't need it before hiding.

Read-Only Access

Read-only access lets a user view data without being able to create, edit, or delete entries. There are two levels of read-only:

User + Team R/O

The user can view and edit their own data, and can view (but not edit) other team members' data. This is useful when a team member needs visibility into what others are doing, but should only manage their own work.

User R/O + Team R/O

The user can view all data (their own and the team's) but cannot create or edit anything. This is ideal for accountants, auditors, or anyone who needs to review data without making changes.

Note: In read-only mode, buttons for creating and editing entries are disabled. The user can still browse, search, and view details.

How to Change Permissions

Only the business owner can change another user's permissions.

  1. Go to Settings | Users & Teams

    Open the menu and navigate to Settings, then Users & Teams.

  2. Select a Team Member

    Tap on the team member whose permissions you want to change.

  3. Open Their Profile

    The user's profile screen shows all configurable screens with their current access levels.

  4. Change Access Levels

    Tap the dropdown next to any screen to change its access level. A confirmation dialog appears when setting a screen to read-only or hidden.

  5. Save

    Changes are saved automatically. The team member's interface updates the next time they open the app.

Common Setups

Field Worker

Needs to see their own jobs, timesheet, and mileage. Doesn't need access to invoices, reports, or financial data.

  • Jobs: User
  • Timesheet: User
  • Mileages: User
  • Invoices: Hidden
  • Reports: Hidden
  • Expenses: Hidden
  • Dashboard: Simplified

Office Manager

Needs full access to clients, estimates, and invoices. Can view team jobs and timesheets but shouldn't edit others' entries.

  • Clients: User + Team
  • Estimates: User + Team
  • Invoices: User + Team
  • Jobs: User + Team R/O
  • Timesheet: User + Team R/O

Accountant

Needs to review all financial data without making changes.

  • Invoices: User R/O + Team R/O
  • Expenses: User R/O + Team R/O
  • Incomes: User R/O + Team R/O
  • Reports: User R/O + Team R/O
  • Jobs: Hidden
  • Agenda: Hidden