Available Roles
Administrators choose a role when creating or editing a user under Admin > Users. A role controls the user’s workspaces and access; plan features and individual user settings also affect the controls available.
- Admin manages the organisation, team, settings, and available business workflows.
- Consultant works with assigned customers and sales opportunities, with limited access to administration.
- Coordinator manages office operations, customers, and jobs, with restricted sales cost visibility.
- Contractor uses the mobile app for assigned field work. Contractors cannot use the web app.
See Managing Users for invitations, seat limits, disabling users, and changing roles.
Role Comparison Table
| Workspace or action | Admin | Consultant | Coordinator | Contractor |
|---|---|---|---|---|
| Web app | Yes | Yes | Yes | Mobile app only |
| Organisation and user administration | Yes | No | No | No |
| Statistics | Yes | No | No | No |
| Inventory navigation | Yes, with plan access | Products; category/section administration restricted | No | No |
| Pipeline | Yes, with plan access | Own opportunities, with plan access | No | No |
| Work Order management on Jobs | When enabled | No | When enabled | No |
| Field tasks and assigned Jobs | Available according to access | Available according to access | Available according to access | Assigned active tasks and Job Manager assignments |
This table covers common workspaces. It does not mean that every account has all listed features. See Subscription and billing when a feature is missing.
Detailed Role Descriptions
Admin
Use Admin for people responsible for team access, organisation details, workflow settings, billing, and reporting. Admins can review organisation-wide information for the features their account supports.
Consultant
Use Consultant for sales staff who work with customers assigned to them. Organisation and user administration, Statistics, and category/section administration are restricted. The Pipeline is limited to their own opportunities.
If a consultant cannot find a customer, check its assigned consultant before changing the user’s role.
Coordinator
Use Coordinator for office staff managing customer operations and jobs. Inventory and the Admin workspace are restricted. Proposal cost controls are hidden for coordinators even if the individual Can view costs setting is selected.
When enabled, coordinators can manage Work Orders from a Job. This is separate from admin-only Work Order Settings.
Contractor
Contractors use the mobile app to work on assigned tasks and Jobs. A contractor can open a Job with an active task assigned to them, or a Job where they are the current Job Manager.
Job upload access is chosen for each file. All Job users files are available to eligible Job users; Restricted files are limited to office staff and the current Job Manager. A contractor who is the Job Manager can see restricted uploads even without an assigned task.
The Job Manager can also open a linked contract as a read-only PDF from the mobile Job card. This does not grant permission to edit or sign the contract. See Jobs.
User-Level Permissions
Open the user under Admin > Users to check these settings. They complement the role; they do not replace it.
Can Have Customers
Can have customers determines whether a staff user appears when selecting a consultant for a customer. Turn it off for users who should not receive customer assignments.
Can View Costs
Can view costs controls proposal cost visibility for eligible staff. Coordinators still have role-based restrictions on proposal cost controls. Contractors do not have this staff setting.
Commission Percentage
Commission (%) stores the user’s commission rate for relevant sales calculations. Confirm the correct rate with your administrator before changing it.
User Color
User colour helps identify assigned work in the Planner. A user can also change personal preferences in Profile.
Template Sharing
Email and SMS templates have their own visibility choices. A private template is different from one shared with the organisation. Check the template’s Visibility and owner before assuming a missing template is a role problem.
See Email templates, SMS templates, and Contract templates for the relevant workflow.
Troubleshooting
User Can’t See Expected Features
- Confirm that the user is active and belongs to the correct organisation.
- Check their role under Admin > Users.
- Check the individual settings and the organisation’s plan.
- For restricted features, confirm that the feature is enabled before changing the role.
Do not grant Admin solely to expose one missing control without checking the underlying requirement.
User Can’t See Customers/Jobs/Proposals
Check the customer assignment, Job Manager, and assigned task as appropriate. For a contractor, confirm that the task is still active or they are the current Job Manager. For proposal-related work, also check plan access.
Templates Not Appearing
Check the template type, owner, visibility, and whether the user is using the editor that supports that template. Sharing an email template does not make a contract template available.
Contractor Can’t Access Web App
This is expected. Contractors should sign in to the mobile app. If their responsibilities have changed, an administrator should use the supported role-change action and review available staff seats. See Managing Users.