User Roles and Permissions
Understand what different roles can do in BlueClerk and how legacy admin roles work
Overview
BlueClerk uses roles to control what each person can see and do. Understanding roles helps you set up your team correctly and ensures people have the access they need - without giving away more than necessary.
Role Types
Admin
Full access to everything.
Admins can:
- Access all company settings
- Add and remove team members
- Manage billing and subscriptions
- View all tickets, jobs, and invoices
- Edit company information
- Configure integrations
- Manage subcontractors
Important: Only give admin access to people who truly need complete control of your account.
Member
Standard team access with granular permissions.
Members are regular employees with specific permissions you configure:
- Create and manage tickets (if permitted)
- Schedule and complete jobs (if permitted)
- Create invoices and estimates (if permitted)
- View customers (if permitted)
- See only their assigned work, or all work based on settings
You control exactly what each member can do through the team permissions page.
Legacy Admin Role
Historical admin accounts from before granular permissions.
Some older accounts may still show "Admin" as a role instead of the newer Admin/Member system. These legacy admin users:
- Have full admin access like modern admins
- Can be converted to Member role with specific permissions if needed
- Continue to work exactly like standard admins
If you see a team member listed as "Admin" role without a clear Member designation, they're a legacy admin with full access. You can update their role through the team management page.
Comparing Roles
| Feature | Admin | Member | Legacy Admin |
|---|---|---|---|
| Full settings access | ✓ | - | ✓ |
| Add/remove users | ✓ | - | ✓ |
| Billing access | ✓ | - | ✓ |
| Create tickets | ✓ | Permission-based | ✓ |
| Create invoices | ✓ | Permission-based | ✓ |
| View all work | ✓ | Permission-based | ✓ |
| Manage integrations | ✓ | - | ✓ |
Best Practices
When to Use Admin
- Business owner
- Office manager who handles billing
- Anyone who needs complete system control
When to Use Member
- Field technicians
- Sales staff
- Office staff who don't need billing access
- Part-time employees
Upgrading Legacy Admins
If you have legacy admin accounts and want to restrict their access:
- Go to Settings > Team
- Find the legacy admin in your team list
- Click "Edit Permissions"
- Choose Member role and configure specific permissions
- Save changes - they'll lose admin access immediately
Questions
Q: Can members see other members' jobs? A: Depends on the "View All Jobs" permission. If enabled, members see all company jobs. If disabled, they only see jobs assigned to them.
Q: What happens if I remove admin access from myself? A: You won't be able to access settings, billing, or admin features anymore. Make sure at least one other person has admin access before doing this.
Q: Can I have multiple admins? A: Yes - there's no limit on admin users. However, for security, only give admin access to people who truly need it.
Q: Do legacy admins cost more? A: No - all team members are unlimited and free on all BlueClerk plans, regardless of role.