Overview

Team permissions let you control exactly what each team member can do in BlueClerk. Set individual permissions for tickets, jobs, invoices, customers, and settings - or make someone an admin with full access to everything. Team members will only see navigation items, search results, and create buttons for features they have permission to access.

How Permissions Work

Admin Override

Admins have full access to everything, regardless of individual permissions
Use admin carefully - only give it to people who truly need complete control
Most team members should have specific permissions instead

Permission Categories

Permissions are organized by feature area:

Tickets

Create - Add new service tickets
Edit - Modify ticket details, status, assignments
Delete - Remove tickets from the system

Jobs

Create - Schedule new jobs from tickets
Edit - Update job details, dates, assignments, status
Delete - Remove jobs from the schedule

Invoices

Create - Generate invoices for completed work
Edit - Modify invoice line items and details
Send - Email invoices to customers
Delete - Remove invoices

Customers & Properties

Create - Add new customers and properties
Edit - Update customer information and contacts
Delete - Remove customers from the system

Settings

Company Profile - Edit company information and branding
Integrations - Connect payment processors and accounting software
Items & Catalog - Manage service items and pricing

What Permissions Control

When you set permissions, they control:

Sidebar navigation - Users only see links to features they can access
Global search - Search results are filtered to only show record types the user has permission for (e.g., no invoices appear if user lacks invoice permissions)
Page search - Sidebar page search only shows pages the user can access
"New" button - The header's "New" dropdown only shows options for things the user can create
Mobile sidebar - Same filtering applies on mobile devices
Action buttons - Edit, delete, and send buttons are hidden on records if the user lacks permission

Setting Up Permissions

For a New Team Member

Go to Settings > Team
Add the team member if not already added
Click their name in the team list
Click "Permissions" tab
Toggle permissions for each category
At least one permission required - You must grant at least one permission before saving
Click "Save" when done

Permission Groups

Permissions are organized into logical groups on the editor:

Tickets - Create, Edit, Delete
Jobs - Create, Edit, Delete
Invoices - Create, Edit, Send, Delete
Customers & Properties - Create, Edit, Delete
Settings - Company Profile, Integrations, Items & Catalog

Toggle individual permissions or use the parent toggle to enable/disable all permissions in a group at once.

For Existing Team Members

Go to Settings > Team
Click the team member you want to modify
Go to Permissions tab
Adjust toggles as needed
Save changes

Common Permission Setups

Office Admin

All invoice permissions (create, edit, send, delete)
All customer permissions
Settings: Company Profile, Integrations

Field Technician

Tickets: Create, Edit
Jobs: Edit (to update status and add photos)
No delete permissions
No settings access

Crew Leader

All ticket and job permissions
Invoice: Create only
Customer: Create, Edit
No settings access

Bookkeeper

Invoice: Edit, Send
Customer: Edit (for billing info)
Settings: Integrations
No ticket or job access

Permission Best Practices

Start Restrictive

Give minimum access needed for the role
Add permissions as needs become clear
Review regularly - Remove unused permissions

Protect Critical Functions

Limit delete permissions - Only trusted team members
Settings access - Admins and managers only
Invoice sending - People who understand billing

Document Your Decisions

Note why someone has specific permissions
Create role templates for common positions
Review when someone changes roles

What Team Members See

With Limited Permissions

A team member with only ticket permissions will see:

Operations section in sidebar (with tickets)
No Finance section (invoices hidden)
No Customers section
Search results only show tickets they can access
"New" button only shows "Ticket" option
No settings menu

With Full Permissions (Non-Admin)

A team member with all permissions except admin will see:

All sidebar sections
All search results
All "New" menu options
Settings sections they have permission for
Cannot access team management or billing

Troubleshooting

Team Member Can't See a Feature

Check:

Do they have the right permission enabled?
Did you save after making changes?
Did they refresh their browser?
Are they logged into the correct account?

Permission Changes Not Applying

Try:

Have the team member log out and back in
Clear browser cache
Verify the save was successful
Check that you edited the correct user

Need to Change Multiple Users

Currently:

Permissions must be set individually per user
Consider documenting your "role templates" to apply consistently
Future: Role-based templates may be added

Questions

Q: Can I make someone an admin temporarily? A: Yes, toggle the admin switch on their permission page. They'll have full access until you turn it off.

Q: What if I don't set any permissions? A: The system requires at least one permission to be set before saving. Users with no permissions record will be blocked from performing any actions until an admin sets permissions.

Q: Do permissions apply to API access? A: Yes, API calls check the same permissions as the web interface.

Q: Can a user see records they created before losing permission? A: No, permissions are enforced regardless of who created the record. If you remove invoice permissions, they can't see any invoices.

Q: What happens if I delete the only admin? A: Don't do this! Always have at least one admin. Contact support if you're locked out.

Q: Can subcontractors have permissions? A: Subcontractors typically have limited access to only their assigned jobs. Full permission management is for team members (employees).

Team Permissions