Team Roles and Permissions
Control what each team member can access and do in Toolfy. Assign roles based on job responsibilities - from full admin access for owners to view-only access for apprentices. Keep financial data secure while empowering your team.
Available Roles
👑 Owner/Admin
Full control of everything
- ✅ All features and settings
- ✅ Financial data (invoices, payments)
- ✅ Add/remove team members
- ✅ Change billing and subscription
- ✅ Delete customers and data
- ✅ Export all reports
🔧 Technician
Field workers who complete jobs
- ✅ View assigned jobs
- ✅ Update job status
- ✅ Add photos and notes
- ✅ View customer details
- ✅ Complete time tracking
- ❌ Cannot see financials
- ❌ Cannot edit prices
💼 Office Manager
Handles scheduling and customers
- ✅ Create and edit jobs
- ✅ Manage all customers
- ✅ Send quotes and invoices
- ✅ View payments
- ✅ Run reports
- ❌ Cannot change settings
- ❌ Cannot manage team
👀 View Only
Can look but not touch
- ✅ View schedule
- ✅ View customer list
- ✅ View job details
- ❌ Cannot make any changes
- ❌ Cannot see financial data
- ❌ Cannot export data
Assigning Roles
- Go to Team section
- Click on team member's name
- Click Edit Permissions
- Select role from dropdown:
- • Owner/Admin
- • Technician
- • Office Manager
- • View Only
- • Custom role
- Click Save Changes
- Changes apply immediately
Warning: Only owners can change roles. Be careful giving Admin access - they can delete data and change billing.
Custom Permissions
Need more control? Create custom permission sets:
Granular Controls
Jobs
- ☐ View all jobs / View assigned only
- ☐ Create new jobs
- ☐ Edit job details
- ☐ Delete jobs
- ☐ Change job status
Customers
- ☐ View customers
- ☐ Add new customers
- ☐ Edit customer details
- ☐ Delete customers
- ☐ View customer financial history
Financial
- ☐ View invoices
- ☐ Create invoices
- ☐ Edit prices
- ☐ Process payments
- ☐ View reports
- ☐ Export data
Settings
- ☐ Change business settings
- ☐ Manage team members
- ☐ Configure automations
- ☐ Access billing
Permission Scenarios
New Apprentice
Role: View Only
Why: Let them observe and learn without risk of mistakes
Experienced Technician
Role: Technician
Why: Complete jobs independently but can't access finances
Spouse/Partner Helping Part-Time
Role: Office Manager
Why: Handle customers and invoicing without full admin access
Business Partner
Role: Owner/Admin
Why: Needs full access to run the business
What Team Members See
Technician View
- Dashboard: Their jobs for today/week
- Schedule: Only their assigned jobs
- Customers: Full list but no financial info
- Jobs: Can update status and add notes
- Hidden: Invoices, payments, reports, settings
Office Manager View
- Dashboard: Full business overview
- Schedule: All jobs, all team members
- Customers: Full access including financials
- Invoicing: Create, send, track payment
- Hidden: Team management, billing settings
Security Best Practices
- Minimum necessary access: Only give permissions needed for the job
- Regular reviews: Check permissions monthly, remove ex-employees
- Unique logins: Each person needs their own email/password
- Track activity: Check Settings → Activity Log for unusual actions
- Remove immediately: Revoke access as soon as someone leaves
Pro Tip: Start team members with minimal permissions. You can always add more later. It's easier to grant access than recover from mistakes.
Changing Permissions
- Navigate to Team
- Find the team member
- Click Edit next to their name
- Change role or customize permissions
- Click Save
- They'll see changes on next login
Removing Team Members
- Go to Team
- Click team member's name
- Click Remove from Team
- Choose what happens to their jobs:
- • Reassign to another team member
- • Unassign (no owner)
- • Assign to you
- Confirm removal
- Access revoked immediately
Important: Removing a team member cannot be undone. Their job history is preserved but they lose all access instantly.
Troubleshooting Permissions
Team Member Can't See Jobs
- Check they have Technician role or higher
- Verify jobs are assigned to them
- Ensure custom permissions include "View jobs"
- Have them log out and back in
Can't Change Team Member's Role
- Only Owner/Admin can change roles
- Can't demote another Owner
- Can't change your own role
- Check you're on Pro or Unlimited plan for team features
Wrong Person Seeing Financial Data
- Immediately change their role to Technician
- Review all team permissions
- Check activity log for any unwanted actions
- Consider unique logins instead of shared
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