How permissions work
Permissions control the information and actions available to each team member.
Administrators can open Roles & Permissions to manage reusable roles, or edit an individual from Manage Team.
Apply least-privilege access: give each person the minimum access required for their responsibilities.
Start with a role
Fieldified roles can represent common levels such as:
- Field worker: completes assigned work and records time
- Technician: views client and work details needed for service
- Dispatcher: coordinates clients, assignments, and schedules
- Manager: manages daily operations and financial workflows
- Administrator: controls the account, configuration, and unrestricted business data
Choose the closest role, then review every custom permission before saving.
Administrator access
Administrators can manage high-impact areas such as:
- Company and business profile settings
- Products, services, taxes, and expenses
- Team members, roles, and permissions
- Work and schedule configuration
- Location and route settings
- Checklists and custom fields
- Client hub and communication settings
- Connected apps
- Reports, payroll, billing, and account administration
Only assign administrator access to people who are responsible for business-wide configuration and sensitive data.
An administrator setting up a feature does not mean every user can use it. Operational access still depends on that person’s role and custom permissions.
Notification and reply ownership
Authorized team members can be selected to receive client replies and status notifications for requests, quotes, jobs, or invoices.
Eligibility depends on access to the corresponding record type. If the selected recipient is deactivated or loses the required permission, Fieldified can return reply ownership to the original sender or another configured fallback.
Review reply ownership before downgrading or deactivating a recipient.
Permission levels
Depending on the module, access can include:
- Off
- View only
- View, create, and edit
- View, create, edit, and delete
- Show in navigation and search
Delete access is materially different from edit access. Reserve it for roles responsible for record governance.
Permission areas
Custom roles can govern:
- Schedule
- Time tracking and timesheets
- Notes
- Files and media
- Expenses
- Pricing
- Job costing
- Marketing
- Two-way text messaging
- Clients and properties
- Requests
- Quotes
- Jobs
- Chemical tracking
- Invoices
- Payments
- Reports
Schedule access
Schedule permissions can progress through:
- View and complete assigned work.
- Edit assigned work, including date and time.
- Create and edit work across the team’s schedules.
- Create, edit, and delete work across the team’s schedules.
Editing a jointly assigned item can affect every assigned team member. Grant broad schedule access to dispatchers and managers who understand that impact.
Client and property access
Client permissions can allow a user to:
- See only the name and address for assigned work
- View full client and property details
- Create and edit client information
- Delete client and property records
- Browse clients from navigation and search
A user can sometimes find work they are permitted to view without receiving unrestricted access to the complete client directory.
Notes, files, and media
Notes can follow the permission of their parent record. A person who cannot access a job should not gain access to its notes through another screen.
Files and media access should be reviewed separately because attachments can contain photos, contracts, identity details, or other sensitive information.
Pricing and financial records
Enable Show Pricing before granting actions that require line-item values.
Pricing access can be required to:
- Edit quote line items
- Edit job line items
- Create or edit invoices
- Collect payments
- View profitability
Do not use pricing access as a substitute for invoice or payment access. Each permission still has its own purpose.
Job costing dependencies
Job costing commonly requires:
- Show pricing
- View and manage the required jobs
- View or record relevant timesheets
- View or record relevant expenses
The role needs access to each cost source before Fieldified can present a complete profitability view.
Payment dependencies
Collecting a payment can require:
- Show pricing
- Sufficient client and property access
- Quote access when collecting a deposit
- Invoice create or edit access
- Payment access
Removing a required dependency can also remove the person’s ability to collect payments.
Two-way messaging access
Messaging access allows authorized users to send and receive client texts from the message center.
Non-administrators see conversations according to their access to the related requests, quotes, jobs, invoices, and clients. Enable the underlying record permissions before enabling messaging.
Common task requirements
Use these examples when testing a role.
Manage tasks and calendar items
- Edit assigned schedule: move or update assigned items
- Edit all schedules: coordinate the wider team
- Delete all schedules: remove scheduled visits, tasks, or reminders
Create and manage jobs
- Schedule access to place the work
- Client access to select or update the service location
- Job create or edit access
- Pricing access to edit line items
Record field activity
- View and complete assigned schedule
- Time access for timers and timesheets
- Job access for notes, checklists, or completion details
- Expense access to add reimbursable or job costs
Quote and signature actions
- Quote view or edit access
- Pricing access for quote values
- Client access for contact and property details
Invoice and payment actions
- Job access when invoicing completed work
- Invoice create or edit access
- Pricing access
- Payment access when collecting money
Job follow-up actions
- Client and property access
- Job access
- Invoice access when follow-up logic checks billing status
- Report or automation access when the follow-up is automated
Review and test a role
Before assigning a role broadly:
- Create or select the role.
- Review every enabled module.
- Check permission dependencies.
- Test with a non-administrator account.
- Confirm navigation, search, mobile, and record-level behavior.
- Assign the role to the intended team members.
- Review access after responsibilities change.
Run periodic access reviews for administrators, financial permissions, client exports, files, connected apps, and deletion rights.