Common Permission Scenarios

This guide answers real-world “Can I do this?” questions organized by common tasks and workflows.

Quick Answer Format

Each scenario includes:

Question: What the user wants to do
Answer: Which roles can do it
Details: Any conditions or notes

Team & Member Management

Inviting New Team Members

Q: Who can invite new members to the organization?

Role	Can Invite?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Managers can invite but cannot set a role higher than their own.

Removing Team Members

Q: Who can remove someone from the organization?

Role	Can Remove?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: You cannot remove someone with a higher role than yourself. Owners can remove anyone.

Changing Someone’s Role

Q: Who can promote or demote another user?

Role	Can Change Roles?
Owner	✅ Yes (any role)
Admin	✅ Yes (up to Admin)
Manager	❌ No
Member	❌ No

Details:

Only Owners can promote someone to Owner
Admins can promote to Admin or below
You cannot change the role of someone with a higher role than yourself

Viewing Team Information

Q: Who can see the team member list?

Role	Can View?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can view team members, but only Owners and Admins can see detailed role information.

Customer Management

Creating Customers

Q: Who can add new customers?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can create customers. This is a core business function.

Deleting Customers

Q: Who can delete customer records?

Role	Can Delete?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Members cannot delete customers to prevent accidental data loss. They can update records instead.

Exporting Customer Data

Q: Who can export the customer list to CSV/Excel?

Role	Can Export?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Data export is restricted for security and privacy reasons.

Job Management

Creating Jobs

Q: Who can create new jobs/work orders?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can create jobs. This enables field staff to log work.

Assigning Jobs to Team Members

Q: Who can assign jobs to other people?

Role	Can Assign?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Members can only work on jobs assigned to them; they cannot reassign.

Completing Jobs

Q: Who can mark a job as complete?

Role	Can Complete?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can complete jobs. Members typically complete jobs assigned to them.

Deleting Jobs

Q: Who can delete job records?

Role	Can Delete?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Use with caution - deleted jobs cannot be recovered.

Financial Operations

Creating Invoices

Q: Who can create new invoices?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Invoice creation is restricted to prevent unauthorized billing.

Sending Invoices to Customers

Q: Who can email invoices to customers?

Role	Can Send?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Same restrictions as invoice creation.

Voiding Invoices

Q: Who can void/cancel an invoice?

Role	Can Void?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Voiding is a significant action with financial and audit implications.

Creating Quotes

Q: Who can create estimates/quotes?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can create quotes, enabling field staff to provide estimates.

Sending Quotes to Customers

Q: Who can send quotes to customers?

Role	Can Send?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Members can create quotes but not send them directly.

Converting Quotes to Jobs

Q: Who can convert an approved quote into a job?

Role	Can Convert?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Quote conversion is a workflow action restricted to management.

Viewing Transactions

Q: Who can see financial transactions?

Role	Can View?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can view transactions for transparency.

Reconciling Transactions

Q: Who can reconcile transactions with bank records?

Role	Can Reconcile?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Reconciliation is a financial control function.

Assets & Equipment

Adding Assets

Q: Who can add new assets/equipment?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: Asset creation is typically done by office staff or managers.

Viewing Asset Information

Q: Who can see asset details?

Role	Can View?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can view assets for reference during work.

Assigning Assets

Q: Who can assign assets to locations or jobs?

Role	Can Assign?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Documents

Uploading Documents

Q: Who can upload documents?

Role	Can Upload?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles can upload photos, PDFs, and other documents.

Q: Who can share documents with customers or external parties?

Role	Can Share?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Details: External sharing is restricted for security.

Deleting Documents

Q: Who can delete documents?

Role	Can Delete?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Reports & Analytics

Viewing Reports

Q: Who can view reports and dashboards?

Role	Can View?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	✅ Yes

Details: All roles have report visibility for operational awareness.

Exporting Reports

Q: Who can export report data?

Role	Can Export?
Owner	✅ Yes
Admin	✅ Yes
Manager	✅ Yes
Member	❌ No

Scheduling Automated Reports

Q: Who can set up automated report delivery?

Role	Can Schedule?
Owner	✅ Yes
Admin	✅ Yes
Manager	❌ No
Member	❌ No

Details: Report scheduling is an administrative function.

Organization Settings

Updating Organization Details

Q: Who can change the organization name, logo, or settings?

Role	Can Update?
Owner	✅ Yes
Admin	✅ Yes
Manager	❌ No
Member	❌ No

Managing Billing & Subscription

Q: Who can view and update billing information?

Role	Can Manage Billing?
Owner	✅ Yes
Admin	✅ Yes
Manager	❌ No
Member	❌ No

Creating Teams

Q: Who can create new teams/departments?

Role	Can Create?
Owner	✅ Yes
Admin	✅ Yes
Manager	❌ No
Member	❌ No

Deleting the Organization

Q: Who can delete the entire organization?

Role	Can Delete?
Owner	✅ Yes
Admin	❌ No
Manager	❌ No
Member	❌ No

Details: This is a critical action only available to Owners.

Scenario Stories

Story 1: New Technician Onboarding

Sarah is a new field technician with the Member role.

Task	Can Sarah Do It?
View her assigned jobs	✅ Yes
Complete jobs	✅ Yes
Create quotes for customers	✅ Yes
Send quotes to customers	❌ No
Upload photos from job sites	✅ Yes
Delete a customer record	❌ No
Invite a new team member	❌ No

Story 2: Team Lead Promotion

Mike was promoted from Member to Manager.

New Capability	Previously	Now
Invite new team members	❌	✅
Delete job records	❌	✅
Send invoices	❌	✅
Export customer data	❌	✅
Change member roles	❌	❌
Update organization settings	❌	❌

Story 3: Office Administrator

Lisa is an office administrator with the Admin role.

Task	Can Lisa Do It?
Invite and remove team members	✅ Yes
Change someone’s role	✅ Yes (up to Admin)
Create and send invoices	✅ Yes
Update organization settings	✅ Yes
Manage billing	✅ Yes
Delete the organization	❌ No
Transfer ownership	❌ No

Story 4: Multi-Hat Wearer

Tom is the business owner with the Owner role.

Task	Can Tom Do It?
Everything above	✅ Yes
Delete the organization	✅ Yes
Transfer ownership to someone else	✅ Yes
Demote an Admin to Member	✅ Yes

Permission Escalation Paths

”I need to do X but I can’t”

What You Need	Minimum Role Required	Who Can Help
Delete records	Manager	Ask a Manager+
Send invoices	Manager	Ask a Manager+
Invite team members	Manager	Ask a Manager+
Change someone’s role	Admin	Ask an Admin+
Update org settings	Admin	Ask an Admin+
Access billing	Admin	Ask an Admin+
Create/delete teams	Admin	Ask an Admin+
Transfer ownership	Owner	Only an Owner
Delete organization	Owner	Only an Owner

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​Common Permission Scenarios

​Quick Answer Format

​Team & Member Management

​Inviting New Team Members

​Removing Team Members

​Changing Someone’s Role

​Viewing Team Information

​Customer Management

​Creating Customers

​Deleting Customers

​Exporting Customer Data

​Job Management

​Creating Jobs

​Assigning Jobs to Team Members

​Completing Jobs

​Deleting Jobs

​Financial Operations

​Creating Invoices

​Sending Invoices to Customers

​Voiding Invoices

​Creating Quotes

​Sending Quotes to Customers

​Converting Quotes to Jobs

​Viewing Transactions

​Reconciling Transactions

​Assets & Equipment

​Adding Assets

​Viewing Asset Information

​Assigning Assets

​Documents

​Uploading Documents

​Sharing Documents Externally

​Deleting Documents

​Reports & Analytics

​Viewing Reports

​Exporting Reports

​Scheduling Automated Reports

​Organization Settings

​Updating Organization Details

​Managing Billing & Subscription

​Creating Teams

​Deleting the Organization

​Scenario Stories

​Story 1: New Technician Onboarding

​Story 2: Team Lead Promotion

​Story 3: Office Administrator

​Story 4: Multi-Hat Wearer

​Permission Escalation Paths

​”I need to do X but I can’t”