User Roles & Permissions

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Neptune CRM Location: Admin > Users

This page documents the different user roles available in NeptuneCRM and the permissions associated with each role. Understanding these roles will help you properly configure user access and ensure team members have the appropriate level of access to features and data.

Available Roles

NeptuneCRM has four distinct user roles, each with different levels of access and permissions:

  1. Admin - Administrative access with full control over organisation settings
  2. Consultant - Sales-focused role with limited administrative access
  3. Coordinator - Operational role with restricted access to financial data
  4. Contractor - Mobile-only access (cannot access web application)

Role Comparison Table

Feature/PermissionAdminConsultantCoordinatorContractor
Web App Access✅✅✅❌ (Mobile only)
View All Customers✅Own only✅❌
View All Proposals✅Own only✅N/A
View All Contracts✅Own only✅N/A
View All Jobs✅Own only✅Own only
Create Jobs✅❌✅❌
View Product Costs✅✅*❌N/A
Manage Users✅❌❌❌
Manage Organisation✅❌❌❌
View Statistics✅❌❌❌
Access Enquiries✅❌✅❌
Access Marketing✅❌✅❌
Manage Inventory✅✅❌❌
Manage Templates✅Own only**Own only**❌
Manage Feature Flags✅✅✅❌
View Subscription Info✅❌❌❌

* Consultants can view costs unless specifically disabled via the canViewCosts user setting

** Consultants and Coordinators can only view and manage templates they created, unless templates are shared with “everyone”

Detailed Role Descriptions

Admin

Purpose: Organisation-level administrators who manage settings, users, and have full access to business operations.

Key Characteristics:

  • Full access to all features within their organisation
  • Can manage users, organisation settings, and billing/subscription
  • Can view financial data including costs, margins, and statistics
  • Sees trial and subscription status in the navigation sidebar
  • Can access all customers and data within their organisation

Blocked Routes: None

Data Access:

  • All customers, proposals, contracts, and jobs within their organisation
  • All financial data including costs and margins
  • Organisation-wide statistics and reports

Consultant

Purpose: Sales professionals who manage their own customers and create proposals.

Key Characteristics:

  • Focused on customer relationship management and sales activities
  • Can only view and manage customers assigned to them
  • Can create and manage proposals for their customers
  • Can view costs in proposals (unless canViewCosts is set to false)
  • Cannot create new jobs, but can view their own jobs in the jobs list
  • Limited template access - can only see their own templates unless shared

Blocked Routes:

  • /admin/organisations - Cannot access organisation settings
  • /admin/users - Cannot manage users
  • /admin/statistics - Cannot view statistics reports
  • /enquiries - Cannot access enquiry management
  • /marketing - Cannot access marketing features
  • /admin/product-categories - Cannot manage product categories
  • /admin/product-sections - Cannot manage product sections

Data Access:

  • Only customers where consultant.id equals their user ID
  • Only proposals where consultantId equals their user ID
  • Only contracts where consultantId equals their user ID
  • Only jobs where job manager ID equals their user ID
  • Only templates they created (unless shared with everyone)

Special Permissions:

  • Cost visibility can be controlled via the canViewCosts user setting
  • If canViewCosts is false, they cannot see the cost toggle or financial breakdowns in proposals

Coordinator

Purpose: Operational staff who manage workflows, templates, and customer operations without access to financial data.

Key Characteristics:

  • Can view all customers and jobs across the organisation
  • Cannot view product costs or financial margins
  • Cannot access inventory management (products, pools, categories)
  • Can manage their own email and SMS templates
  • Can access enquiries and marketing features
  • Focused on coordination and customer service rather than sales

Blocked Routes:

  • /inventory - Cannot access inventory management
  • /pools - Cannot manage pools
  • /products - Cannot manage products
  • /admin - Cannot access any admin features

Data Access:

  • All customers within the organisation
  • All jobs within the organisation
  • Only templates they created (unless shared with everyone)
  • Cannot see financial data (costs, margins, etc.)

Special Permissions:

  • The canViewCosts setting is automatically disabled for coordinators
  • Cannot see cost toggles or financial breakdowns in any part of the application
  • Can still create and manage jobs

Contractor

Purpose: Field workers who use the mobile app to complete jobs.

Key Characteristics:

  • Cannot access the web application at all - will be logged out if they try
  • Mobile app access only
  • Can view and update jobs they are assigned to
  • Limited to field operations and job completion tasks

Web App Access:

  • Any attempt to access the web application will redirect to logout with an error message
  • This role is specifically designed for the NeptuneCRM mobile app

Data Access:

  • Jobs assigned to them (via mobile app)
  • Customer information related to their assigned jobs

User-Level Permissions

In addition to role-based permissions, individual users have specific settings that can be configured:

Can Have Customers (canAssignCustomers)

Default: true

Controls whether a user appears in the consultant dropdown when assigning customers. Users with this setting enabled will:

  • Appear in the list when assigning a consultant to a customer
  • Appear in consultant filter dropdowns throughout the application

Who can modify: Admin role

Can View Costs (canViewCosts)

Default: true (except for Coordinators)

Controls whether a user can see cost information in proposals and products. When enabled, users can:

  • Toggle cost visibility in the proposal builder
  • See cost breakdowns, margins, and profitability metrics
  • View the cost column in product listings

Who can modify: Admin role

Note: This setting is automatically disabled for the Coordinator role and cannot be enabled.

Commission Percentage (commission)

Default: 0

Sets the commission percentage for the user, used in proposal calculations.

Who can modify: Admin role

Note: Not applicable to Contractor role.

User Color (color)

Used to visually distinguish users in:

  • Planner/calendar views
  • Task assignments
  • Job assignments

Who can modify: Admin role

Feature Flags

All roles (except Contractor) can access Feature Flags to enable or disable experimental features:

Available to: Admin, Consultant, Coordinator

These are general features that users can toggle on or off to try new functionality:

  • New proposal builder
  • Customer jobs
  • PDF chat
  • And other experimental features as they become available

Template Sharing

Email, SMS, and Prompt templates have sharing settings that interact with user roles:

Template Visibility Rules

  1. Admin: Can view and manage all templates in the organisation
  2. Consultant and Coordinator:
    • Can view templates they created (createdBy matches their name)
    • Can view templates where sharedWith is set to “everyone”
    • Cannot view other users’ templates with sharedWith set to “onlyMe”

Creating Templates

All roles (except Contractor) can create templates, but:

  • Consultants and Coordinators are automatically filtered to only load their own templates on page load
  • Templates can be marked as shared with “everyone” or “only me” at creation time

The sidebar navigation automatically adapts based on the user’s role:

  • Admin menu is hidden for Consultants and Coordinators
  • Enquiries menu item is hidden for Consultants
  • Marketing menu item is hidden for Consultants
  • Inventory submenu is hidden for Coordinators
  • Statistics admin page is hidden for non-admin roles

Users who attempt to directly access blocked routes will be redirected to the home page.

Best Practices

When to Use Each Role

Admin:

  • Business owners
  • Office managers
  • People responsible for billing and subscription management
  • Anyone who needs to manage users and organisation settings

Consultant:

  • Sales representatives
  • Account managers
  • Anyone who manages their own customer pipeline

Coordinator:

  • Customer service representatives
  • Project coordinators
  • Operations staff who schedule and coordinate work

Contractor:

  • Field technicians
  • Installation crews
  • Service personnel who work on-site

Security Recommendations

  1. Limit Admin Access: Only give admin privileges to users who need to manage organisation settings and billing
  2. Use Consultant Role for Sales: This provides appropriate access to CRM features while restricting administrative functions
  3. Disable Inactive Users: Rather than deleting users, set active to false to preserve historical data associations
  4. Review canViewCosts Setting: Decide which users should see financial data based on your business needs
  5. Audit User Roles Regularly: Periodically review user roles to ensure they match current job responsibilities

Troubleshooting

User Can’t See Expected Features

Check:

  1. Is the user’s role appropriate for the feature they need?
  2. Is their account enabled (active = true)?
  3. Are they trying to access blocked routes for their role?
  4. Do they need feature flags enabled for specific features?

User Can’t See Customers/Jobs/Proposals

For Consultants:

  • They can only see records where they are listed as the consultant/job manager
  • Verify the customer has the correct consultant assigned

For All Users:

  • Verify the user’s organisationId matches the records they’re trying to access
  • Check if the user account is active

Templates Not Appearing

For Consultants/Coordinators:

  • They can only see templates they created or templates shared with “everyone”
  • Check the template’s createdBy and sharedWith fields

Contractor Can’t Access Web App

This is expected behavior:

  • Contractors are restricted to mobile app access only
  • If a contractor needs web access, their role must be changed to Coordinator, Consultant, or Admin

Last Updated: November 2025

Questions? Contact support at info@neptunecrm.com