User Permissions

Permissions control what each person on your team can see and do in Contractors Cloud. Use the Permissions page to give a new hire the right access, tighten access for field staff, or match one user to another in a few clicks. You can review every change before it is saved.

What permissions are

A permission is a single ability, such as "Can view the Tasks report" or "Can create invoices." Each user has their own set. Permissions are separate from a user's user level, which is their job category.

Every row on the page is an ability. Checked means allowed. To limit someone, uncheck the ability. For example, uncheck "Can delete contracts" to stop a user from deleting contracts.

Who can change permissions

Only users who have access to the Users page can open and change another user's permissions. You can only work with users in your own company.

How to get there

1. Go to Settings → Users.
2. Click the user you want to change.
3. In the left menu, click Permissions.

[SCREENSHOT: User setup left menu with Permissions highlighted]

The page layout

[SCREENSHOT: Full Permissions page for a sample user]

• Header. Shows the user's name, their user level, and how many abilities are on. It also shows how many are turned off. When one of the presets is a close match, it shows the closest preset and how many differences there are.
• Copy from user. A button in the header (see below).
• Quick options. Three switches for the most common limits.
• The catalog. Every ability, grouped by area: Projects, Contacts & Accounts, Contracts, Invoices & Payments, Bills & Expenses, Payouts, Production, Reports & Dashboards, Settings & Admin and Integrations. Click a group name to collapse or expand it. Each group shows how many of its abilities are on.
• Search and filters. Type in Find a permission to search names and descriptions. Filter the list to All, Turned off, Recommended or Changed. Recommended marks the abilities that are on in the preset that fits the user's level.
• Presets and Other settings, in the side panel.
• Save bar. At the bottom. It shows your change count, with Discard and Review & save.

Your edits stay pending until you save. Edited rows are marked as changed.

Quick options

Three switches sit above the catalog. Each one is the same ability as its catalog row, so they stay in sync.

• Only own projects, customers and tasks. Limits the user to the projects, customers and tasks relevant to them.
• Hide project financials. Hides project financial information, such as profitability and material costs.
• Hide payouts. Hides payout and commission information on projects.

Switching one on turns the matching ability off.

Presets

Presets give you a starting point. There are seven.

• Executive, full access. Everything an executive needs, with no restrictions.
• Executive, no deleting or third-party ordering. An executive who cannot delete projects or Jet Streams, order aerial reports or electronic signatures, or share notes on the Customer Portal.
• Office admin or bookkeeper. Handles invoices, bills, expenses and payouts.
• Sales manager. Sees all reps and approves contracts and work orders.
• Sales rep, own records only. Sees only their own projects, customers and tasks.
• Production coordinator. Approves work orders and handles ordering and scheduling.
• Job supervisor. Closes out orders and permits and schedules appointments for others.

Click Apply next to a preset. A review opens and shows what will change. Nothing is saved until you confirm it.

Copy from user

Click Copy from user and pick another user. The review shows what would change so this user matches the other one. Copying includes payment permissions. It also includes settings used only by the classic version of Contractors Cloud, and the review tells you how many. After you confirm, this user's permissions match the other user's. If you have unsaved edits on the page, the review warns you that they will be discarded.

Review & save

Click Review & save to open the Review changes dialog. It lists what will be Turned on and what will be Turned off. If you applied a preset, it says so.

• Save changes applies them.
• Cancel closes the dialog and keeps your edits, so you can keep working.
• Discard (in the save bar) throws away all your pending edits.

Review & save and Discard are unavailable until you make a change.

Other settings

The Other settings panel holds a few settings that do not go through Review & save. They save the moment you check or uncheck them. The panel includes:

• The payment permissions for the user.
• Receive notifications about installer insurance status. Sends email about installer insurance that is about to expire, at 30, 15 and 5 days.

Tips

• Start from a preset. Apply the closest one, then adjust the few rows that differ.
• Restrict sales reps to their own records. Use the Only own projects, customers and tasks quick option, or apply Sales rep, own records only.
• Hide financials for field staff. Switch on Hide project financials. If they also should not see invoice items and payments, turn off "Can update and create invoice items and payments." Switch on Hide payouts when they should not see commissions.
• Use Copy from user for new hires who do the same job as someone already set up.
• Use the Turned off filter to see everything a user is limited from.

FAQ

Why don't I see the Permissions tab?

You need access to the Users page. Ask an administrator in your company to grant it.

Do changes take effect right away?

Saved changes apply the next time that user loads a page. If they are signed in, ask them to refresh.

I changed a row but nothing happened.

Edits are pending until you click Review & save and confirm. The save bar shows how many changes are waiting.

Can I undo a preset or a copy?

Before you confirm, click Cancel and then Discard. After saving, change the rows back by hand.