Custom Roles Permissions Guide / Explanations

Workspace Permissions

Create Workspace

• Allows users to create new workspaces
• Only functional if Multi-Workspace feature is enabled
• Typically assigned to Admin/Owner roles

Configure Workspace

• Provides access to workspace settings (time zone, currency, working hours)
• Controls advanced location logic settings
• Enables/disables advanced location features

Manage Billing

• Grants access to billing page
• Allows upgrading, downgrading, or canceling subscriptions
• Controls payment and subscription management

Mobile and Tablet (Kiosk Mode)

• Controls kiosk mode settings on both web app and mobile devices
• Allows configuration of PIN settings, selfie mode, and other kiosk features
• Users can turn kiosk mode on/off on mobile devices if they have this permission

Activity Logs

• Provides access to the Activity Logs section in Settings
• Allows viewing of workspace activity history

Configure Single Sign-On

• Enables access to SSO configuration settings
• Allows setup and management of single sign-on integration

User Management Permissions

Add or Remove Users

• Allows inviting new users to the workspace
• Enables removing users from the workspace
• Respects location membership (users only see people in their assigned locations)

Manage Teams

• Hides/shows the entire Teams tab
• Allows creating, editing, and deleting teams

Manage Admins

• Controls ability to promote users to Admin role
• Controls the "All Locations" setting for users
• Prevents unauthorized admin role assignments

Manage Owners

• Controls ability to promote users to Owner role
• Highest level of user management permission

Manage Roles

• Allows creating and editing custom roles
• Shows the Roles tab but hides create/edit buttons if disabled
• Does not hide the Roles tab entirely (users can still view existing roles)

Task Management Permissions

Access Tasks

• Hides/shows the entire Tasks tab on web and mobile
• Must be enabled for users to see any task-related features

Task Visibility (Select one):

• View Your Own Tasks: Users see only tasks created by them or that assigned to them, their teams, or their role at locations they are a member of
• View Your Own Tasks + Others at Your Location: Users see their tasks plus all tasks at locations they're members of
• View All Tasks: Users can see all tasks in the workspace regardless of creator, assignee, or location

Manage Tasks

• Controls ability to create, edit, and delete tasks
• Controls the "Create Task" button and bulk actions
• Also controls visibility of Scheduled Work/Projects tab
• Works in conjunction with task visibility permissions (you can only manage tasks you can see)

Manage Task Categories

• Hides/shows the entire Task Categories tab
• Allows creating, editing, and deleting task categories

Task Status Permissions:

• Change Status of Your Own Tasks: Allows changing status of tasks you created
• Change Status of Others' Tasks: Allows changing status of any task you can view

Assign to Any User or Location

• Overrides advanced location logic restrictions
• Allows assigning tasks to any user or location in the workspace
• Makes user a member of "All Locations"
• When disabled, assignment options are limited by location membership and advanced location logic settings

Operations Templates Permissions

Access Operations Templates

• Hides/shows the entire Operations Templates tab
• Must be enabled to access any template features

Manage Templates

• Allows creating, editing, and deleting operations templates
• Controls access to template configuration settings (flagged items, categories)
• Overrides individual template admin permissions (even template admins need this permission)
• Hides the Configuration tab if disabled

Access All Templates & Submissions

• Grant users unrestricted access to manage, modify, and oversee all template-related activities across your workspace, including templates created by other users, templates they do not have access to, and archived

Work Requests Permissions

Access Work Requests (Controls tab visibility)

• Hides/shows the entire Work Requests tab
• Must be enabled to access work request features

Create Work Requests

• Shows/hides the "Create Work Request" button
• Allows users to submit new work requests

Work Request Visibility (Select one):

• View Your Own Work Requests: Users see only requests they submitted
• View All Work Requests: Users can see all work requests in the workspace

Approve/Decline Work Requests

• Shows/hides approve/decline buttons
• Controls who receives notifications when work requests are submitted
• Essential for work request workflow management

Configure Public Work Request Portal

• Provides access to public work request portal settings
• Allows enabling and configuring external request submission

Project Management Permissions

Access Projects

• Controlled by "Manage Tasks" permission (Projects tab is within Scheduled Work)
• Individual project access is controlled at the project level via "Project Access" feature

Create Projects

• Shows/hides the "Create Project" button
• Requires "Manage Tasks" permission to be enabled (controls tab visibility)

Edit Projects

• Allows editing project details
• Only applies to projects the user has access to

Pause/Resume Projects

• Controls project status toggle functionality
• Only applies to projects the user has access to

Delete Projects

• Shows/hides project deletion options
• Only applies to projects the user has access to

Reporting and Analytics Permissions

Access Reports

• Will control access to the Reports tab (planned feature)

View Dashboard Templates

• Shows/hides preset dashboard templates
• Controls access to built-in reporting dashboards

Manage Custom Dashboards

• Allows creating, editing, and deleting custom dashboards
• Shows custom dashboard list but hides create/edit buttons if disabled

Location Management Permissions

Access and Manage Locations

• Hides/shows the entire Locations tab
• Allows creating, editing, and deleting locations
• Should respect location membership (only show authorized locations)

Other Feature Permissions

Assets

• Hides/shows the entire Assets tab
• Controls all asset management functionality

Stats

• Hides/shows the Stats/Analytics features
• Controls access to performance metrics

Documents

• Hides/shows the Documents tab
• Controls document management functionality

Chat

• Hides/shows the Chat/Communication features
• Controls access to messaging functionality

Important Notes

Advanced Location Logic Integration

• The "Assign to Any User or Location" permission overrides Advanced Location Logic settings
• When this permission is enabled, users can see and assign to all users and locations regardless of membership
• When disabled, Advanced Location Logic settings control what users and locations are visible

Permission Hierarchy

• Some permissions work in conjunction (e.g., you need both "Access Tasks" and "Manage Tasks" to fully manage tasks)
• Template and project permissions have two levels: access control (who can see what) and action control (what they can do)

Location Membership Impact

• Many permissions respect location membership
• Users typically only see users, tasks, and data from locations they're members of
• "All Locations" membership can be controlled by the "Manage Admins" permission