Choose the right role for each person

Goal

Pick the role that gives a person the access they need and nothing more, and apply it to their account.

Prerequisites

• You can view the team. Changing a role needs you to be an Owner or Admin.
• You know what the person will do each day.

Steps

1. Open Settings > Team & access > Roles & permissions.
2. Under Default Roles, find the role you are considering and select View Permissions. The table lists every area and the actions the role has: view, create, edit, delete and manage.
3. Compare it with the person's work using the summary below.
   • Admin: full access to the workspace, except owner-only settings such as Import and Developer tools.
   • Ops Manager: everything a Manager can do, plus adding and editing vehicles and drivers.
   • Manager: runs enquiries, bookings, clients, partners, email and the Assistant, creates invoices and sees reports. Can view settings, vehicles and the team but not change them.
   • Dispatcher: handles enquiries, bookings, partners, email and the Assistant. No reports, settings or team access.
   • Staff: can look at enquiries, bookings, clients and email, but cannot change anything.
   • Driver: the driver app only, with their own jobs and tasks. No office data.
4. For a new person, choose the role in the Role menu of Invite User.
5. For an existing person, open Settings > Team & access > Members, open the row menu of the person, select Edit, choose the new Role, and select Save Changes.
6. If no default role fits, create your own under Create Custom Role and choose it the same way.

Expected result

The person has the access you saw in View Permissions the next time they load the app. The Owner role cannot be changed.

Troubleshooting

• If a person sees "You do not have permission" for something they need, their role does not include it. Check the role under View Permissions.
• If a menu or tab is missing for someone, their role does not include that area. Check the role under View Permissions before you change it.
• If the Owner role does not appear in the role list, that is expected. The Owner role cannot be assigned from here.
• If you cannot save a role change, only an Owner or Admin can change team members.
• If you chose Driver for an office worker, they will see no office data. Choose a different role.