Team and company setup
Set up roles and choose the right JobBuddy permissions
Create roles around the work people need to do, then grant project, module, and Item Type permissions separately. Start with the least access required and test the role with a non-admin user before rolling it out.
Before you begin
- You must be a company administrator to create or change roles.
- Decide what the role must view, create, update, delete, or administer before opening the editor.
- Create the required Item Types first. Their permission rows appear in the role editor.
- Use a non-admin test user to confirm the finished role. A company administrator can see more than the role allows.
User Admin → Roles
Set up a role
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Open Roles
In the portal, open User Admin, then select Roles.
To change an existing role, select its name. To create one, select Add User Role.
Expected result: The User Role Details window opens.
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Name the job function
Enter a Role Name that describes the responsibility, such as Field Technician, Project Manager, or Estimator.
Avoid naming a role after one person. Reusable job-function names make later access reviews clearer.
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Add the right users
On the Users tab, select Add User and choose the people who should receive this role.
A user can have more than one role, so review their combined access when you add another one.
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Choose project access
On the Permissions tab, turn on Access to all Projects only when every project should be available to members of this role.
Leave it off when access should be granted project by project.
All-project access is broad
This setting affects project scope across the company. Do not use it as a quick fix for one missing project.
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Choose administrative permissions
Under Role Permissions, select only the modules the role needs to administer.
Estimate Admin and Estimate Read Only are different access levels. Do not select both as a substitute for deciding whether the role should manage or only view estimates.
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Set Item Type permissions
For each Item Type, choose Create, Update, Delete, View, Restrict to Participants, and Home Screen as needed.
Restrict to Participants limits viewing to items where the user participates. Selecting it also requires View access. Home Screen controls whether that Item Type can appear on the user’s home screen; it does not grant edit access.
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Save and test the role
Select Save, then sign in as or work with a non-admin user assigned to the role.
Check the expected project, Item Type, and action. If something is missing, identify the exact layer before expanding access.
Expected result: The test user can complete the intended work without receiving unrelated administrative access.
Choose the right permission types
Project scope, administrative modules, and Item Type actions solve different access needs. Grant only the layer required for the job.
Access to all Projects
Every project in the company
Use sparingly. Leave off when project membership should control scope.
Job Clock Admin
Job Clock administration and time tracking
Manage time. Use for people responsible for company timekeeping.
Location Admin
Location-based features and geofencing
Manage location. This does not replace device permissions or per-user location settings.
Customer Admin
Customer records
Manage customers. Allows customer data to be viewed, created, edited, and deleted.
Estimate Admin
Estimate creation, editing, deletion, and sending
Manage estimates. Use for people who own the estimate workflow.
Estimate Read Only
Limited estimate viewing
View only. Dollar amounts, PDFs, sending, and editing remain unavailable.
Budget Admin
Budget creation, editing, approval, and administration
Manage budgets. The Budgets module must also be available to the company.
Accounting Admin
Payments, payment requests, and statements
Manage accounting. Use only for people responsible for customer payment activity.
Item Type permissions
Create, Update, Delete, View, participant restriction, and Home Screen
Set per workflow. Configure each Item Type independently.
Company administrator is not a troubleshooting shortcut
Giving company-administrator access can expose settings and financial workflows that are unrelated to the original problem. Correct the narrow permission instead.
Troubleshooting
The role does not show an Item Type.
Confirm that the Item Type exists and is active, then reopen the role. Item Type permission rows come from the company’s current configuration.
The user can see a project but not the expected work items.
Check View for that Item Type. If Restrict to Participants is on, also confirm that the user is a participant in the item.
The user can view an item but cannot change it.
Check Update for the Item Type and confirm that the record is not locked by its current status or approval state.
A module is still missing after permission was granted.
Confirm that the company module is enabled and that any required project membership or per-user setting is also in place.
The permission controls are locked.
The role may be managed by JobBuddy or your account may not have company-administrator access. Use a custom role or ask the appropriate administrator.
What happens next
- Role changes apply to every user assigned to that role.
- Users with multiple roles receive the combined access granted by those roles.
- Review roles whenever responsibilities, modules, or Item Types change.