Assign roles and permissions

Access levels decide what each employee can do in Service Buddy — whether they can edit invoices, close jobs, run reports, or only see the work assigned to them. Picking the right access level keeps your data safe and stops field staff from accidentally changing things they shouldn’t.

The access levels at a glance

Access Level	Best for
Admin	Account owner — full access to everything including billing and settings.
Admin Staff	Office managers, dispatchers — manage clients, jobs, quotes, and invoices.
Office Staff	Office team members handling day-to-day operations.
Field Worker Staff	In-house measurers and estimators — see and update only the jobs assigned to them.
Sales Staff	Sales associates focused on quotes and leads.
Marketing Staff	Marketing team with limited operational access.
Accounting Staff	Finance team — access to invoices, payments, and financial records.
Installer	In-house install crews — see only the jobs they’re assigned to.

Which tabs each access level can see

This matrix shows which top-level tabs each access level can open in the dashboard. Inside each tab, what someone can actually do (create, edit, delete) may still be more limited based on their level.

Role	Dashboard	Calendar	Leads	Clients	Quotes	Jobs	PO	Vendors	Invoices	Payments	Inventory	Reports	Reviews	Settings
Admin	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅
Admin Staff	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅
Office Staff	❌	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	❌
Field Worker Staff	❌	✅	✅	✅	✅	✅	❌	❌	✅	❌	❌	❌	✅	❌
Sales Staff	❌	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	❌	✅	❌
Marketing Staff	❌	✅	✅	✅	✅	✅	✅	✅	✅	❌	✅	❌	✅	❌
Accounting Staff	❌	✅	✅	✅	✅	✅	✅	✅	✅	✅	✅	❌	✅	❌
Installer	❌	✅	✅	✅	✅	✅	✅	✅	✅	❌	❌	❌	❌	❌

A few notes:

• Admin and Admin Staff are the only access levels with the Settings tab. Everyone else uses the system but doesn’t change how it’s configured.
• Installer is the most restricted access level — designed for in-house crews who need to see and update the jobs they’re on, nothing else.
• External team members added on the External tab in Manage Team don’t have an access level at all because they don’t log in. You add them so you can pick them when generating a Work Order.
• The Dashboard tab — the analytics summary home page — is reserved for Admin and Admin Staff so financial roll-ups stay with the people running the business.

Change someone’s access level

1. Go to Settings → Manage Team (under Team Settings).
2. Stay on the Internal tab — External team members don’t have an access level.
3. Click the pencil icon on the employee’s row to open the Update Employee drawer.
4. Select the new level from the Access Level dropdown.
5. Click Update.

Best practices

• Start narrow. Give new employees the least access they need. It’s easier to add permissions later than to explain why someone saw a report they shouldn’t have.
• Avoid over-using Admin Staff. Reserve higher access levels for people who genuinely need to change settings and manage the full team.
• Review access levels regularly. When someone changes roles or leaves, update their access level or deactivate their account.

Field Worker Staff and pricing

Field Worker Staff are focused on their assigned jobs and have limited access to financial details. If your installers also need to view invoice totals or collect payment on-site, consider using Accounting Staff instead.

FAQ

Which role should I give a sales associate?

Sales Staff is the natural fit — they manage leads and quotes, can convert leads to clients, and see the work they’ve sold. Avoid Admin Staff for sales unless they also handle scheduling and operations; broader access blurs accountability.

Which role should installers have?

Installer is the standard choice for in-house install crews. They see only the jobs assigned to them, can add notes and photos, and update job status. If installers need to collect payment on site, use Accounting Staff instead — but most retailers prefer to keep payment collection at the office.

What’s the difference between Field Worker Staff and Installer?

Field Worker Staff is for in-house measurers and estimators — the people going on-site to measure rooms before quoting. Installer is for your install crews — the people doing the actual install. Both are in-house access levels with logins; both see only the jobs they’re assigned to. For outside crews who don’t log in, add them to the External tab in Manage Team instead.

Should I have multiple Admins?

Have at least two so the account isn’t locked out if one person leaves or is unavailable. Beyond that, restrict Admin to people who genuinely need to change settings, manage billing, and oversee the whole team — usually 1–3 people in a typical retailer.

Can I customize what each role sees?

Roles are pre-defined and not editable. The eight roles are designed to cover the common org structures of flooring retailers. If a role doesn’t fit a specific person, pick the closest match and use other controls (locations, assigned-to filters) to scope what they see.

What happens to a person’s history if I change their role?

History stays intact — past jobs, notes, and quotes still show their name. Only what they can see and do going forward changes. Useful when someone gets promoted from Office Staff to Admin Staff: their history is preserved, their new privileges kick in immediately.

Can the account owner take away their own Admin?

No — the original account owner is permanently Admin and can’t be downgraded by accident. Other Admins can be downgraded by the owner if needed.

Related articles

• Add an employee
• Organize employees