Roles and permissions
The nine company roles — what each is for, what it can create and approve, which project tabs it sees, and who sees rates and amounts versus quantities only.
Every person in your company has one role. The role decides what they may do anywhere in the app. Separately, project team membership decides which projects they can open. Both have to say yes.
The nine roles
| Role | What it is for |
|---|---|
| Company Admin | Everything, including users, company settings, integrations and the subscription. Sees every project. |
| Project Manager | Owns assigned projects; approves requests and DPRs, certifies bills. |
| QS / Estimator | Rates, BOQs, quotations and RA bills. Prepares; does not approve. |
| Site Engineer | Daily reports, tasks, snags and material requests from site. No financial visibility. |
| Store Keeper | Receives, issues and transfers stock. Quantities only, no rates. |
| Procurement Manager | Vendors, purchase orders and subcontract awards. Purchase rates, not selling rates. |
| Accountant | Invoices, payments, cost and the financial reports. No site operations. |
| Safety Officer | Incidents, investigations and safety inspections. No financial visibility. |
| QA/QC Engineer | Inspections and snags, through to verification and close. No financial visibility. |
Doing and approving are deliberately split between roles. The QS prepares an RA bill and the Project Manager certifies it; the Site Engineer raises a material request and the Project Manager approves it; the Procurement Manager creates a purchase order and a Company Admin approves it above the company's threshold.
Who creates and who approves
| Role | Creates | Approves, certifies or closes |
|---|---|---|
| Company Admin | Everything below, plus projects, clients and contract awards | Everything, including budget revisions, change orders, subcontract awards, purchase orders above the threshold, project closure |
| Project Manager | BOQs, rate analyses, quotations, change orders, material requests, DPRs, tasks, muster roll, plant logs, subcontracts, RA bills, snags, safety reports | BOQs, quotations (and sends them), material requests, DPRs, drawings, inspections, snag verification and close, safety investigation and close, RA bill certification, subcontractor bill certification, takeoffs, stock adjustments |
| QS / Estimator | BOQs, rate analyses, draft quotations, change orders, RA bills, resources, leads, takeoffs | Subcontractor bill certification |
| Site Engineer | Material requests, DPRs, tasks, muster roll, plant logs, snags, inspection requests, safety reports, drawing and photo uploads | — |
| Store Keeper | Goods receipts, stock issues and transfers, snags, safety reports | — |
| Procurement Manager | Purchase orders, vendors, resources, subcontracts | Purchase orders up to the company threshold |
| Accountant | Tax invoices, payments; edits clients and vendors | — |
| Safety Officer | Safety reports, inspection requests, snags, tasks | Safety investigation and close |
| QA/QC Engineer | Inspection requests, snags, tasks, safety reports | Inspections (conducts them), snag verification and close |
On a project, the team can narrow this further: each member's row has ticks for approving indents, approving DPRs and certifying bills.
Company role versus project team
Only a Company Admin can open every project. Everyone else — including a Project Manager — sees a project only after they are added to its team on the project's Team page. The team row also carries a Sees financials tick for that project.
So a Project Manager who is on two of your ten projects sees two. A project they are not on does not appear in their lists, and a link to it says Project not found.
Which project tabs each role sees
| Role | Tabs |
|---|---|
| Company Admin, Project Manager | All tabs |
| QS / Estimator | All except Budget |
| Site Engineer | Overview, Timeline, BOQ, Takeoff, Schedule, Site, Labour, Equipment, Procurement, Materials, Drawings, Documents, Photos, Quality, Safety, Snags |
| Store Keeper | Overview, Timeline, Takeoff, Schedule, Procurement, Materials, Drawings, Documents, Photos, Safety, Snags |
| Procurement Manager | Overview, Timeline, BOQ, Takeoff, Schedule, Subcontract, Procurement, Materials, Drawings, Documents, Photos |
| Accountant | Overview, Timeline, BOQ, Budget, Billing, Change Orders, Labour, Subcontract, Procurement, Materials, Documents, Photos |
| Safety Officer | Overview, Timeline, Takeoff, Schedule, Site, Labour, Equipment, Drawings, Documents, Photos, Quality, Safety, Snags |
| QA/QC Engineer | Overview, Timeline, BOQ, Takeoff, Schedule, Site, Drawings, Documents, Photos, Quality, Safety, Snags |
Everyone sees the Team link in the project's top bar.
Who sees money
A role without the financial permissions sees the same screens with the money removed — the columns are blank or missing, not hidden behind a click. This is what makes it safe to give site staff the app.
| What | Who sees it |
|---|---|
| BOQ rates and amounts | Company Admin, Project Manager, QS / Estimator, Accountant. Site Engineer, Procurement Manager and QA/QC Engineer see BOQ quantities without rates. |
| Purchase order rates and values | Company Admin, Project Manager, QS / Estimator, Procurement Manager, Accountant. Site Engineer and Store Keeper see what was ordered, not what it cost. |
| Resource (catalogue) rates | Company Admin, Project Manager, QS / Estimator, Procurement Manager, Accountant |
| Labour rates | Company Admin, Project Manager, QS / Estimator, Accountant |
| Stock value | Company Admin, Project Manager, Accountant |
| Cost ledger, budget, project financials | Company Admin, Project Manager, Accountant |
| A project's contract value, budget cost and forecast margin | Company Admin always; Project Manager and Accountant on the team; anyone else only when their team row has Sees financials ticked |
A QS / Estimator sees every rate but not the budget or the cost ledger. A rate is what a thing should cost; rate plus actual cost plus contract value is your margin, and a QS does not need the margin to measure and bill.
Preview another role
A Company Admin can check what a role actually gets without a second account.
- In the top bar, open View as and pick a role.
- The whole app redraws as that role sees it — sidebar, hub tiles, project tabs and buttons. A banner reads Viewing as the role.
- Click Exit preview, or pick Company admin (you), to return.
The preview changes what the screens show, not your authority: every action you take during a preview still runs as you, the admin. It shows what a role can reach, not what the server would let it do. Closing the browser tab ends the preview. View as is on the laptop layout only.
Changing someone's role
Roles are assigned by a Company Admin — see Users and roles. A role change applies to the person's very next action; their sidebar, tabs and buttons catch up within about half a minute, or when they next switch back to the tab. Your own role is shown under Settings › Your account.
Related
- Users and roles — add people and assign roles.
- Project team — give someone access to a project and its financials.
- Getting around — the sidebar and tabs these rules shape.