User Roles & Permissions
Clear roles for a secure and efficient team. See exactly who can do what within your Onwork account.
Four Roles to Fit Your Team
From business owners to subcontractors, everyone gets the access they need—and nothing more.
Admin
Has full control over the entire account. Can see and do everything, including managing billing, team members, and all jobs. Ideal for business owners.
Manager
Can manage their own jobs and the team members they oversee. Has broader access than Members but cannot change account-wide settings. Perfect for team leads.
Member
A standard staff user who can view and work on jobs assigned to them. Access is limited to their own work to keep them focused. Can be a Staff or Viewer role.
External Contractor
A limited-access role for subcontractors. They can only see the specific job details they are assigned to and track their own time and photos for that job.
Permission Matrix
A detailed breakdown of what each role can access.
| Module | Admin | Manager | Member | External Contractor |
|---|---|---|---|---|
Team Management Invite, deactivate, manage roles and rates. | Full Access (View, Edit, Create, Delete) | View-only access to all team members | No Access | No Access |
Account & Org Settings Manage branding, tax settings, and company info. | Full Access (View, Edit) | View-only access | Can view and edit their own profile | Can view and edit their own profile |
Plan & Billing Upgrade plans and manage payment methods. | Full Access (View, Edit) | No Access | No Access | No Access |
Task Management Create, update, and manage tasks. | Full Access on all tasks | Full Access on their own tasks | Full Access on their own tasks | No Access |
Customer Management (CRM) Access and manage customer information. | Full Access to all customers | Full Access on their own customers | Can view assigned customers; limited editing | No Access |
Jobs Manage all aspects of jobs from creation to completion. | Full Access, including assigning jobs | Full Access on their own jobs, including assigning | View assigned jobs; can add comments, photos, and time entries | View limited job details; can add time entries and photos |
Quotes & Estimates Create and send quotes to customers. | Full Access to all quotes | Full Access on their own quotes | No Access | No Access |
Invoices Create and manage customer invoices. | Full Access to all invoices | Full Access on their own invoices | No Access | No Access |
Geofencing Set up and manage geofenced job sites. | Full Access | Full Access for their own jobs | Can be tracked for assigned jobs | Can be tracked for assigned jobs |
Schedule & Calendar View and manage the team's schedule. | Full Access to all schedules | Full Access to their own and assigned schedules | Can view their assigned schedule | Can view their assigned schedule |
Timesheets Track work hours and manage time entries. | Full Access to all timesheets | Full Access for their team and self | Can create/edit own entries; cannot delete after approval | Full control over their own time entries |
Materials & Supplies Manage materials catalog and track usage. | Full Access to catalog and usage | Full Access on their own jobs | View catalog; add usage for assigned jobs | No Access |
Templates Create and use document and checklist templates. | Full Access | View library; can use templates for their jobs | No Access | No Access |
Workflows & Automation Set up automated processes. | Full Access | View-only access | No Access | No Access |
Insurance Hub & Compliance Manage company compliance documents. | Full Access | No Access | No Access | No Access |
Equipment & Assets Track company equipment and assets. | Full Access | Full Access for their own equipment | View assigned equipment; can report condition | No Access |
Photos, Files, & Docs Manage job-related media. | Full Access to all files | Full Access for their own/assigned jobs | View assigned files; upload to assigned jobs | No Access |
Profit & Loss / Analytics Access business performance reports. | Full Access to all analytics | Can view analytics for their own jobs | No Access | No Access |
Notifications Preferences Customize personal notification settings. | Full control over their own notifications | Full control over their own notifications | Full control over their own notifications | Full control over their own notifications |
Help Center Access support articles and resources. | Full Access | View-only access | View-only access | View-only access |
Forms Create and fill out digital forms. | Full Access to all forms | Full Access on their own forms | Can create and edit their own forms | No Access |
Legend:
* The Member role can be configured as a 'Staff' (with editing rights) or 'Viewer' (view-only) user.
* 'Limited' access means the user can only see or edit information directly related to their assigned tasks, not all company data.