Roles and permissions

Every person on your team has a role. The role decides what they can see and change. You pick it when you invite them, and you can change it later.

The built-in roles

Every business starts with these six. This is what they can do until you change them:

• Owner: can do everything. The Owner role can't be changed, and a business always keeps an owner.
• Admin: everything, including your Utopia plan and billing, except deleting or handing over the business.
• Manager: runs the day. All jobs and their prices, customers, quotes, invoices, leads, supply costs, the team and automatic messages. Doesn't see revenue or Finance, and can't change business settings.
• Sales rep: customers, leads and quotes, and the jobs they're on, with their prices.
• Employee: works the jobs given to them. Doesn't see job prices or customers' phone numbers and emails.
• Contractor: the same as an employee to start with.

You can also make your own roles. Utopia checks every role on its servers, not only on the screen.

Change someone's role

1. Go to Team.
2. Tap the actions button on their row, then Edit details. Or open their page and tap Edit.
3. Under Access, pick the new role.
4. Tap Save.

You can only change people whose role is below yours. Team → Roles → Recent changes shows who changed whose role, and when.

Didn't work?

It says I can't change this person's access

Their role is the same as yours or higher. Ask the owner.

My technician can't see the job's price

Their role doesn't have See prices on their jobs. Turn it on for their role in Team → Roles.

My manager can't see money

Managers don't get revenue by default. Turn on See revenue for the Manager role, or make them an Admin.

My employee can't see a customer's phone number

That's how a new business starts. Turn on See customer contact info for their role if they need to call customers. They can still message a customer from a job: see Show customers who's coming.