Why This Matters
Not everyone on your team needs access to everything. Your sales reps don't need to see financial settings, and your installers don't need to edit proposals. The Roles and Permissions feature lets you define exactly what each team member can access — from view-only rights to full control.
Getting permissions right keeps your data safe, reduces mistakes, and makes sure each person sees only what's relevant to their job.
What You'll Need
Admin access to SubcontractorHub
A plan for which roles need which permissions (even a rough idea helps)
Step-by-Step Instructions
Part A: View and Create User Profiles
User Profiles define what actions a user can perform — like viewing, creating, editing, or having full access to different modules.
Step 1: Open User Profiles
From the main menu, go to Users & Roles → click User Profiles.
Step 2: View an Existing Profile's Permissions
To see what an existing profile can do, click the View button (👁️ eye icon) at the end of that profile's row.
💡 User Profiles control HOW users interact with data — what they can view, create, edit, or fully manage.
Step 3: Create a New User Profile (Optional)
To create a brand new profile:
Click the Add button in the top-right corner
Enter a name for the new profile
Set the status to Enable
Part B: Create and Manage Roles
Roles define the organizational hierarchy and are connected to User Profiles. Think of it this way: a User Profile says what you CAN do; a Role says WHERE you sit in the org chart.
Step 4: Open the Roles Section
Navigate back to Users & Roles from the main menu and click Roles.
You can click Expand All in the top-right to see the full role hierarchy. Click Add to create a new role.
Step 5: Define the New Role
Fill in the role details:
Field | What to Enter |
Role Name | A descriptive name (e.g., "Field Installer" or "Sales Manager") |
User Profile | Select which User Profile this role should use |
Parent Role | Choose the role above this one in the hierarchy |
Access to Role | Set the general access level for this role |
Click Add to save the new role.
⚠️ Important: You cannot edit an existing role if it has users assigned to it. You'll see an error message if you try. To make changes, reassign users to a different role first.
Part C: Fine-Tune Module Permissions
Step 6: Manage Detailed Permissions
Go back to User Profiles and click View Details for the profile you want to configure.
You'll see a permissions page where you can toggle access for each module:
View — Can see the data but not change it
Create — Can add new records
Edit — Can modify existing records
Full Access — Can do everything, including delete
Limited Database Access — Restricted access to database settings
💡 Note: You can edit role names on the "Role Details" page for every role except the Admin role. The Admin role is locked and will show an error message if you try to edit it.
Real-World Example
Jenny runs a roofing company with 15 employees. She creates three User Profiles: "Office Admin" (full access to everything), "Sales Rep" (can create and edit proposals and leads, but can't change settings), and "Field Crew" (can view project details and update task status, but can't create proposals). She then creates matching Roles and assigns each team member appropriately. Now her field crew sees just what they need on their phones — no clutter, no accidental changes to proposals.
Pro Tips
💡 Start with 3-4 profiles — Admin, Sales, Operations, and Field — then refine as needed
💡 Use "View" access for sensitive areas rather than hiding them entirely — it maintains transparency while preventing changes
💡 Review permissions quarterly as your team grows and roles evolve
💡 Test new profiles yourself by logging in as a test user with that profile to see exactly what they'll experience
💡 Related: See Enable Permission to Edit Actual Utility Rates and Adjust AI Design Permissions for Roles for specific permission configurations
Troubleshooting
Issue | Solution |
Can't edit a role | Roles with assigned users can't be edited — reassign users to a temporary role first |
Admin role won't let me change it | The Admin role is locked by design and cannot be edited |
New user can't see a module | Check their User Profile's permission toggles for that module |
User has too much access | Review their User Profile and disable Full Access; set to View or Edit as appropriate |
Can't find Users & Roles | Look in the main menu — it's typically listed under the administration section |
Key Terms
User Profile — A template that defines what actions (view, create, edit, full access) a group of users can perform across SubcontractorHub modules
Role — A position in the organizational hierarchy that connects a user to a specific User Profile and defines their place in the org chart
Parent Role — The role one level above in the hierarchy (e.g., "Sales Manager" might be the parent of "Sales Rep")
Module — A distinct section of SubcontractorHub (e.g., Leads, Proposals, Projects, Customers)
Last updated: May 8, 2026 | Batch 08 rewrite from original "Adjust Roles And Permissions"