Assigning the correct user roles ensures that your team members have access to the specific tools they need while protecting sensitive business data.

These roles determine the permissions and capabilities available to a user within the main desktop application and the mobile app. They are listed in order of permission level, from lowest to highest.

This is the base role designed for field technicians. It grants access to view personal schedules and action assigned appointments. Users with this role typically use the mobile app to complete safety forms, take site photos, add parts used, and capture customer signatures.

This role adds the ability for engineers to manage their own schedule. It allows them to add and edit their own appointments, search the customer database, create new jobs, and schedule visits. This is ideal for staff who need to book follow-up visits immediately while on-site.

This role builds on the previous permissions by adding financial capabilities. Users can raise invoices for their own jobs and take payments on-site. This is designed for workflows where the engineer must secure payment before leaving the property.

Designed for team leads or dispatch managers, this role allows users to view all user diaries and manage appointments for the entire team. A Senior engineer can reassign jobs to different engineers and oversee daily schedules, making it ideal for mobile managers.

This role manages day-to-day office workflows. Users can handle calls and emails, create customers and jobs, schedule engineers via the diary, complete jobs, raise invoices, and record payments. It covers the majority of general administrative tasks.

This role grants full control over the financial aspects of the platform. Users can amend and manage all financial data and settings for both the business and customers. Typical tasks include reconciling invoices, exporting data to accounting packages (like Xero or QuickBooks), and unlocking jobs to correct pricing errors.

This is the highest level of access. It grants full control over the system configuration, user management, and account settings, including your Commusoft contract. It is typically used for purchasing new licenses, setting up system configuration, and analysing business performance.

These roles control access to the Sales+ add-on features.

Designed for standard sales staff, this role allows users to create opportunities, log activity, and send proposals. It is used for building quotes (e.g., for a new boiler installation) and emailing it to a prospect.

This role adds financial insight to the sales process. Users can view the financial breakdown (profit margins) for proposals and set default editor styles. This is useful for staff who need to approve complex quotes before they are sent.

Designed for those managing the sales strategy, this role can manage sequences, document templates, survey templates, and custom fields. Users in this role typically create automated email follow-ups or update the text in proposal templates.

This role has high-level configuration access. Users can configure application settings and templates, often setting company-wide branding for proposals and defining sales targets.

This user has full access to all Sales+ features and settings across the entire system.

In addition to assigning a role, you can explicitly control which platforms a user can log into. This setting is managed per user and allows you to tailor access based on their working environment, regardless of their role permissions.

For example, a Senior engineer primarily works in the field but may need Web app access to manage their team's diary from the office. Conversely, an Office staff member who occasionally performs site visits might need Mobile app access to view and action appointments while away from their desk.