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Role Management

The Roles section categorizes staff by job functions and work environments, separating office team members from field workers. This organization helps structure your workforce and supports clearer project management.

Written by ZevBit Software

The Roles tab is used to define job functions and system permissions for your team members.

Roles help:

  • Classify employees based on their work type (Field vs Overhead)

    • Office/Admin Roles: Treated as an overhead cost

    • Field Roles: Treated as direct labor cost

  • Control what users can access in the system

  • Separate office staff vs field workers

  • Ensure accurate job costing and reporting

To Access, go to Team from the left menu and click on the Roles tab

Roles List View

This section displays all existing roles. Master Admin will be the default role and can not be edited or deleted, as it is reserved for the ZevBit account owner.

  • Role Name (e.g., Admin/Office, Foreman, Sales Person)

  • Type of Role

    • Office/Admin

    • Works In The Field

  • Actions (3-dot menu)

    • Edit

    • Delete

Adding a New Role

  1. Click “+ Add Role” (top right)

  2. A pop-up will appear

  3. Fill in Role Details

    • Role Name

      • Example:

        • Admin/Office

        • Foreman

        • Sales

        • Crew Member

    • Type of Role

      • Office/Admin: For management, operations, and admin work

      • Works In The Field: For on-site workers performing tasks

Click Next to proceed to Permissions Setup

Permissions Setup (Core of Roles)

After clicking Next, you will land on the Permissions Panel, where you control access across modules.

CRM

  • Access to CRM

  • View or edit assigned clients only

  • Access to all clients (assigned or unassigned)

  • View CRM reports

Estimates

  • Access to estimates

  • Ability to edit catalog items

Change Orders

  • Permission to create/send change orders

Attachments & Files

  • Control file access:

    • Only own uploads

    • All project files

Invoices

  • Access to the invoice dashboard (all projects, company-wide)

Calendar

  • Access to the schedule page

  • Edit or view access to schedule a meeting or tasks for:

    • Specific crews

    • Subcontractors

    • User calendars

Expenses

  • Access to the Expense module to view or add/edit expenses for the project

Timesheets & Time Tracking

Timesheets

  • View own or others' timesheets

  • Edit permissions

  • Access to company-wide labor cost reports

Clock-In Controls

  • Allow clock-in/out

  • Restrict to:

    • Assigned projects only

    • All projects

GPS & Restrictions

  • Require GPS for clock-in

  • Restrict to shop tasks only

Project Tracking

  • View:

    • Estimated vs Actual Hours

  • Access visit notes and crew notes

Job Costing & Budgeting

  • Access to job costing

  • Access to budgeting data

Team & System Administration

  • Access to:

    • Teams module

    • Settings

    • Billing

⚠️ These are high-level permissions and should be restricted to admins

Final Step: Click Confirm to save the role and apply permissions

Click to expand

Editing a Role

  • Click the three dots (⋯)

  • Select Edit

  • Update role details or permissions

  • Deleting a Role

  • Click Delete from the action menu

    • Only possible if the role is not actively assigned (system-dependent)

How Roles Impact Other Modules

Roles control behavior across:

  • CRM: Client visibility

  • Estimates: Who can create/edit proposals

  • Schedule: Who can assign and manage jobs

  • Timesheets: Who can track and review hours

  • Job Costing: Access to profitability data

  • Settings: System-level control

Best Practices

  • Keep roles simple and clearly defined

  • Separate:

    • Field roles

    • Office/Admin roles

  • Restrict:

    • Financial data

    • Settings access

  • Use permissions to:

    • Maintain accountability

    • Protect sensitive data

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