The eight roles, and what each can do
There are eight roles, each with a fixed set of capabilities enforced on the server — not just hidden buttons in the portal.
What it is
| Role | What it can do |
|---|---|
| Owner | Everything org-admin has, plus the two irreversible actions: deleting the organisation and transferring ownership. Exactly one person per organisation. |
| Org-admin | Everything except deleting the organisation or transferring ownership — settings, billing, members, integrations, evidence, work orders. |
| Manager | Operational: work orders, scheduling, evidence read/export, case notes, and resetting a non-admin colleague’s credentials. No settings, billing, API keys, or inviting/removing members. |
| Coordinator | Office staff below manager: raises work orders, schedules visits, keeps case notes, reads evidence and dashboards. No evidence export, and no properties, members, settings or billing access at all. |
| Finance | Billing and invoices only, plus read-only dashboards. Nothing else. |
| Viewer | Read-only evidence and dashboards. Nothing else. |
| Surveyor | App-only — no portal capabilities at all; access to evidence, properties, work orders and scheduling is limited to their own assigned jobs. |
| Operative | App-only, works-mode only — the same empty portal capability set as surveyor, scoped to assigned work orders and scheduling only. |
How to do it
- Open Settings → Members & seats and, when inviting or changing someone’s role, read each role’s plain-English capability list on the picker itself — it’s generated directly from the same matrix enforced server-side, so it can never drift from what the role actually grants.
- Choose the narrowest role that covers what the person actually needs — coordinator rather than manager for someone who shouldn’t export evidence, for instance.
- Use Granular permissions afterwards for the rare case where one specific person needs a module’s access adjusted beyond their role’s baseline.
How it integrates
Every capability check on the server resolves the caller’s role from their access claims, never from anything the client sends — a role change here takes effect the moment the person’s session next refreshes. Owner and org-admin are the only roles that can invite, remove or change someone else’s role at all; manager additionally gets the narrower ability to reset a non-admin colleague’s password or email without full member-management rights. The 11-module granular permission system layers on top of every role here — a role is a baseline, not a ceiling on what a specific person can be granted (see Granular permissions).
Common problems
- I was told this platform has three roles — surveyors, managers, org-admins. That’s out of date; there are eight, with a materially different capability set each, especially coordinator and finance.
- A manager can’t invite anyone. Correct — manager has read access to the member list, not the ability to add, remove or change roles; that needs org-admin or owner.
- I want someone to see billing but nothing else. That’s exactly what Finance is for — billing and invoices read-write, plus dashboards, and nothing operational at all.