User Permissions and Settings
Role Assignment
The role you assign to a user determines their access level throughout Neptune:
- Admin: Full access to all features and settings
- Consultant: Access to their own customers and proposals, limited admin access
- Coordinator: Access to all customers and jobs, but no financial data or admin settings
- Contractor: Mobile app only, for field workers
See detailed role permissions documentation
Can Have Customers
Setting: Checkbox labeled “Can have customers” Default: Checked (true)
When enabled:
- User appears in the consultant dropdown when assigning customers
- User appears in filter dropdowns throughout the app
- Used to identify who can be assigned as a customer’s primary consultant
When disabled:
- User does not appear in consultant assignment lists
- Useful for administrative staff who don’t manage customers directly
Who should have this enabled:
- Sales consultants and account managers
- Anyone who directly manages customer relationships
- Users who need to be assigned to customers
Who might have this disabled:
- Administrative staff
- Coordinators who don’t manage their own customers
- Contractors (automatically disabled)
Can View Costs
Setting: Checkbox labeled “Can view costs” Default: Checked (true) for Admin and Consultant, Unchecked (false) for Coordinator
When enabled:
- User can see the “Show cost” toggle in proposal builders
- User sees cost breakdowns, margins, and profitability in proposals
- User can view cost columns in product listings
- User sees commission calculations
When disabled:
- Cost toggle and financial data are completely hidden
- User only sees sell prices, not costs or margins
- Useful for coordinators and support staff who should focus on operations
Important:
- This setting is automatically disabled for Coordinators and cannot be enabled
- Contractors do not have access to proposals, so this setting doesn’t apply to them
Commission Percentage
Setting: Number field labeled “Commission (%)” Default: 0
This percentage is used in proposal calculations to determine commission amounts based on gross profit.
How it’s used:
- When creating proposals, the system calculates commission based on this percentage
- Commission = Gross Profit × Commission Percentage
- Shown in proposal summaries and financial breakdowns
- Used for reporting and commission tracking
Who needs this set:
- Sales consultants who earn commission
- Anyone whose compensation is tied to sales
Note: Not applicable to Contractor role
User Color
Setting: Color picker
Select a color that represents the user visually in:
- Planner/calendar views
- Task assignments
- Job schedules
- Resource planning
Tips:
- Choose distinct colors for each user to avoid confusion
- Bright colors work better than pastels in most views
- Consider your company branding when selecting colors