What Are Permission Profiles?
Permission profiles are customizable access control settings that can be assigned to any ProLine user who is not an admin. These profiles determine what a team member can view, edit, or access within your ProLine account.
By default, ProLine comes with two out-of-the-box permission profiles:
Basic
Manager
These built-in profiles follow best practices suitable for teams of all sizes, but they can be configured to fit your organization's needs.
Navigating to Permission Profiles
Click the hamburger menu (☰) → Manage Team (this opens a new browser tab).
Navigate to the Permission Profiles tab.
Customizing or Creating New Profiles
You can:
Edit existing profiles (rename them or change access levels). To edit, click the pencil icon to the right of the profile.
Create new profiles with custom permissions.
Steps to Create a New Profile
Click "Add Permission Profile".
Enter a profile name.
Assign all the permissions you want this profile to have access to.
All selections are auto-saved.
Once done, close out of the permissions pop-up.
Assigning Profiles to Team Members
When adding a new team member:
You'll choose between Admin (full access, no profile needed) or Restricted (requires a permission profile).
For Restricted users, select the appropriate permission profile from the dropdown list.
Other Permission Types
ProLine supports three user permission types:
Admin – Admins have full control of this ProLine account. They can make changes to anything except for removing the owner.
Restricted – Restricted users have a Permission Profile assigned which allows more granular control of which parts of the application they can access.
Disabled – Disabled users are auto-logged out of their account and can no longer access ProLine. Use this to quickly cut access to a user without releasing their ProLine number or otherwise disrupting your account.
Deleting Permission Profiles
Go to the profile in question.
Click Edit.
Scroll to the bottom and select Delete Permission Profile.
You'll be prompted to replace this profile with another to ensure no users are left without a profile.
Access Options
Company Settings
This section covers all tabs within company settings. Select a checkmark next to each option you want the user to have access to.
Brand Settings – Allows the user to change/view your logo, company name, and legal business name.
Location Settings – Allows the user to view location details, add/delete locations, and manage taxes per location.
Review Settings – Allows the user to toggle off/on the ability to link the company review landing page.
Project Settings – Allows the user to manage jobs and services
Portal Settings – Allows the user to manage the "Refer Us" setting options shown within the project portal and add/edit new Custom Portal Pages.
Stages Settings – Allows the user to manage all stage settings such as adding/deleting pipelines and stages, reassigning statuses, and editing triggers per stage.
Contact Settings – Allows the user to manage all contact options including custom fields, contact types, contact tags, and lead sources.
Event Settings – Allows the user to manage the company calendars and event types for each calendar.
Measurement Settings – Allows the user to manage/edit measurement report fields and sub calculations.
Quote Settings – Allows the user to access your quote templates, with the ability to narrow down to more detailed restrictions:
Add/Remove Templates – Allows them to add new templates and delete existing templates (including all pages within).
Add/Remove/Edit Pages – Allows them to manage pages within a template but not delete the template as a whole.
Edit Template Settings – Allows them to edit default settings per template.
Price List Settings – Allows the user to access all pricing for your account.
Edit Price Calculations – Allows the user to edit calculations per line item, affecting how much of each product is ordered when measurements are applied to a quote.
Order Settings – Allows the user to add/delete/edit all order templates.
Invoice Settings – Allows the user to add/edit/delete invoice templates, view merchant settings, and view all merchant reporting.
Working Hours – Allows the user to manage the company's working hours.
Automation Settings – Allows the user to manage messaging sending hours and rules for the whole ProLine account.
Phone Settings – Allows the user to manage company phone number registrations and recording options.
Email Settings – Allows the user to manage general email settings and signature settings.
Snippets – Allows the user to manage text snippets.
ProCanvas Settings – Allows the user to manage the default outcomes and rejection reasons for the canvassing tab.
Other Settings – Allows the user to have access to delete account.
Leaderboard Access
Access Leaderboard – Allows the user to view the leaderboard within the company dashboard, showing where they stand against all other users in the company.
See All Contract Value – Allows the user to see contract values for themselves and all other users.
See All Revenue – Allows the user to see all revenue for themselves and all other users.
See All Commission – Allows the user to see commissions for all users.
General Access
Company Integrations – Allows the user to access the integrations page for all integrations the company is connected to.
Workflows Manager Page – Allows the user to access the Workflows page.
Plan & Billing – Allows the user to view the company's ProLine plan to upgrade or downgrade the account, as well as view all billing invoices.
Global Notifications – Allows the user to receive global notifications (e.g., receiving a notification when any quote is signed, regardless of project assignee).
View All Projects & Jobs – Allows the user to view all projects and jobs whether they are the assigned user or not, on the kanban view.
View All Locations – Allows the user to view all locations on kanban view.
View All Events – Allows the user to view all events/calendars within your ProLine account. If unchecked, a user will only see what is assigned to them.
View All Tasks – Allows the user to view all tasks for themselves and other users. If unchecked, a user will only see what is assigned to them.
Edit Tasks – Allows the user to edit tasks for other users in your company.
Delete Contact – Allows the user to delete a contact.
Delete / Merge Project & Status Dates – Allows the user to delete or merge a project and edit status dates.
Edit Workflows & Triggers – Allows the user to edit workflows and stage triggers on the project level.
Manage Workflow Subscriptions – Allows the user to manage workflow subscriptions.
Manage Team Page – Allows the user to add and manage other users, including their permissions and commission settings.
Manage Chat Channels – Allows the user to manage chat channels.
Edit Activity's Linked Projects – Allows the user to edit which projects are linked to an activity.
Contractor Hub – Allows the user to access the Contractor Hub.
ProTrainer Access – Allows the user to access ProTrainer.
ProTrainer Admin – Grants admin-level access within ProTrainer.
Manage Broadcast – Allows the user to manage broadcast messaging.
Data Manager
Access All Projects Report – Allows the user to view the "All Projects" tab in the Data Manager, giving access to view and filter all projects.
Access All Contacts Report – Allows the user to view the "All Contacts" tab in the Data Manager, giving access to view and filter all contacts and pull any filtered report.
Access All Jobs Report – Allows the user to view the "All Jobs" tab in the Data Manager, giving access to view and filter all jobs.
View All Organizations – Allows the user to view all organizations within the ProLine account.
Import Tools – Allows the user to do bulk imports such as contacts, projects, activity, files, and price list.
Manage Company Files – Allows the user to add/edit/delete company files that are viewable to all other users.
Project Access
Details Tab – Allows the user to view/edit/add information on the Details tab within a project.
Events Tab – Allows the user to view/edit/add event information within a project.
Activity Tab – Allows the user to view, add, and leave notes on activity items within a project. Activity items include calls, voicemails, emails, and texts.
Files Tab – Allows the user to add/edit/delete files and photos within the Files tab on a project.
Tasks Tab – Allows the user to view the Tasks tab within a project to add, mark complete, and delete tasks.
Measure Tab – Allows the user to add, order, edit, or delete measurement reports within the project.
Estimate Sub Tab – Allows the user to add, edit, and delete all estimates within the project.
Contact Access
Details Tab – Allows the user to view, edit, or delete any information within the Details tab of a contact card.
Activity Tab – Allows the user to view and add notes to any information within the Activity tab for a contact.
Projects Tab – Allows the user to view all projects tied to a contact.
Files Tab – Allows the user to view, add, edit, or delete any files within the Files tab of a contact.
Order Access
Access Order Tab – Allows the user to view the Order tab within a project and create material-based or labor-based orders.
Edit Vendor – Allows the user to edit the vendor on an individual order form.
Edit Signatory – Allows the user to edit who the signatory is on the order form.
Edit Signing Requirement – Allows the user to toggle whether a signature is required or not.
Edit Order Terms – Allows the user to edit or remove order terms.
Subscriptions Access
Access Subscriptions – Allows the user to access the Subscriptions tab.
Manage Subscriptions – Allows the user to manage subscriptions.
Billing Access
Access Billing Tab – Allows the user to access the Billing tab within a project.
Invoices Sub Tab – Allows the user to add, edit, and delete all invoices within the project.
See Costs & Margin – Allows the user to see all costs and margin on invoices.
Edit Costs – Allows the user to edit costs.
Edit Margin & Price – Allows the user to edit margin and price.
Payments Sub Tab – Allows the user to add, edit, and delete all payments within the project.
Quotes Access
Access Quotes Tab – Allows the user to create and view quotes within a project. Additional quote-level permissions include:
See Costs & Margin – Allows the user to see all costs and margin for the quote. (Note: if this permission is disabled, users will be unable to override prices on quotes.)
Edit Margin – Allows the user to edit the default margin.
Override Margin Min/Max – Allows users to go beyond the defined margin thresholds.
Edit Card Fee Inclusion – Allows the user to toggle whether the card processing fee is included in the quote or passed to the contact.
Change Deposit – Allows the user to change the deposit options and amount.
Edit Vendor Tax – Allows the user to edit what vendor taxes are charged on the quote.
Edit Rounding – Allows the user to edit the default rounding options.
Edit Discounts – Allows the user to add or delete discounts auto-applied to the quote.
Edit Line Item Visibility – Allows the user to choose whether line items are visible to the customer.
Edit Financing – Allows the user to turn off financing if it is offered on the quote.
Send Quote – Allows the user to send quotes to contacts.
Sign Quote – Allows the user to sign the quote on behalf of the company when additional signers are set.
Quote Signers – Allows the user to add, delete, or change signers on the quote.
Edit Line Item Cost – Allows the user to edit the cost of items within the structure/option pages. Configurable via dropdown:
Select Items Only – Grants access to edit the cost of only certain line items.
Editable Line Items – Choose which line items the user has permission to edit when creating a quote.
Budgets Access
Access Budgets Tab – Allows the user to have view-only access to the Budget tab within a project.
Edit Commission – Allows the user to edit the commission formula to be paid out.
Edit Service Tax – Allows the user to add additional service tax to a project.
Add Cost Items – Allows the user to add costs (receipts) within the budget.
Delete Cost Items – Allows the user to delete any costs entered into a budget.
Dashboard Access
In order for a user to have access to any dashboards, the primary Access Dashboard permission must be enabled first. Then select which specific dashboards they can view:
View Overview
View Usage
View Marketing
View Production
View Sales
View Cash Flow
View Billing
View Profitability
View Activity
View Map
Team Member Access
This permission is ideal for managers or team leads who need visibility into other team members' accounts. It enables profile switching based on your configuration. Two options are available via dropdown:
Access All Team Members – Allows the user to switch between all team members by clicking on the top right corner.
Limited Team Member Access – Restricts profile switching to only the team members selected within this setting. Use the Accessible Team Members field to specify which members.
AI Agent Access
Controls which AI agent communications the user can view. Two options are available via dropdown:
Access All AI Agents – Allows the user to view all AI team member communications in ProLine.
Limited AI Agent Access – Restricts visibility to only the AI agents selected in the Accessible AI Agents field.
Pipeline Access
Controls which pipelines the user can view. Use the dropdown to select either all pipelines or specific ones:
Access All Pipelines – Allows the user to view all pipelines.
Select specific pipelines to restrict visibility to only those chosen.
Common Use Cases
Understanding which permission profiles to create depends on your team structure. Here are a few common examples to help you get started:
Sales Rep — A standard rep typically needs access to their own projects, quotes, contacts, and billing tab, but shouldn't see company-wide financials, other reps' commissions, or sensitive settings.
Sales Manager — Managers often need broader visibility without full admin rights. Enabling View All Projects & Jobs, View All Events, View All Tasks, and leaderboard access gives them the oversight they need to coach their team. Pairing this with Team Member Access lets them switch into a rep's profile to assist directly.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.