Roles & Permissions

Every member of your organization has exactly one role. The role decides what they can see, what they can change, and — importantly — whether they can see money. On top of the role, an account can be scoped to particular branches or sites, which narrows what it can see even further.

The nine roles

What each role can do

Admin

Full access: create and update projects, manage budgets, work everything on work orders (including deleting and reopening closed ones), manage branches, sites, clients, and the parts catalog, invite teammates, see the audit log, and view the Billing page. If the organization has a question about "who can do X", the answer is usually the admin.

Ops director

Everything operational, company-wide: projects and budgets, all work order powers (including delete and reopen), reference data, inventory, and the audit log. The only things reserved for admins are inviting teammates and the Billing page.

Branch manager

The operational powers of an ops director — projects, budgets, work orders (including delete), sites and reference data — with two differences: no access to the audit log, and no team invitations. If scoped to branches, these powers apply within their branches.

Project manager

The project engine: create and update projects and phases, manage budgets, create work orders, cancel them, correct cost entries, and see all financial figures. No audit log, no reference-data management, no invitations.

Maintenance planner

Sets up field work: create work orders and move them through their early lifecycle. Deliberately excluded from financial figures — planners see projects and work orders, but no budgets or costs.

Site supervisor

The field's quality gate: sees project costs, creates and updates work orders, reviews completed work (Accept & close, Reject & Rework), and corrects cost entries. Cannot delete work orders. If scoped to sites, all of this applies to their sites only.

Technician

The hands: sees projects and works on assigned work orders — start work, wait for parts, submit completion, and log time and materials. Technicians cannot create projects or work orders, cannot see financial summaries ("Financial figures are not visible for your role"), and cannot cancel or delete work.

Procurement

Keeps the catalog real: sees projects and the parts catalog, and can update work orders. No cost figures, no transitions.

Viewer

Exactly what it says: can browse projects and their work orders, but nothing more — no creation, no transitions, no financial figures.

The permission table

Branch and site scoping

Some accounts are scoped to specific branches or sites. Scoping never adds access — it only narrows it:

• A branch-scoped account sees only the projects, sites, and work that belong to its branches — and its powers stop there.
• A site supervisor scoped to one site sees that site's work orders only.
• A project manager scoped to one project sees that project only.
• A technician is always effectively scoped: they see the work orders assigned to them, not the whole backlog.

Out-of-scope items don't appear in lists at all — a scoped user simply doesn't see what's outside their scope.

Who sees money — the short version

Financial visibility (budget vs actual, cost summary, drill-down) belongs to admin, ops director, branch manager, project manager, and site supervisor. Everyone else — maintenance planner, technician, procurement, viewer — works in GoCrew without seeing a single currency figure.