Roles and permissions control what users can see and do in your BuildOps account. By assigning users to roles (such as Dispatcher, Technician, or Admin) and configuring the permissions for each role, you can:
Protect sensitive financial and customer information
Match access to each team member’s responsibilities
Reduce the risk of accidental changes to critical data
With Self‑Serve Roles & Permissions, admins can create and manage roles directly in BuildOps.
Accessing Roles and Permissions
Click the gear icon in the top navigation bar to open Settings.
In the left‑hand menu, select Roles + Permissions under the Admin section.
This opens the Roles & Permissions page where you can manage roles, users, and permissions.
Understanding the Roles & Permissions Page
The Roles & Permissions page is designed to make it easy to see which roles exist and what access each role has.
Tabs: Active vs Archived Roles
Active Roles
All roles that are currently in use and available to assign to users.
From here you can create, edit, duplicate, export, and archive roles.
Archived Roles
Roles that have been retired but kept for reference.
Archived roles cannot be assigned to users, but you can unarchive them if you need to bring them back into use.
Archiving unused roles is a best practice to keep your list clean and make it easier to see which roles are truly in use.
Inside a Role
When you click into a role, you’ll see:
A Permissions view where you configure what this role can do
A Users tab, listing everyone assigned to the role
An Activity view that shows changes made to this role (where enabled)
You’ll also see the All Permissions widget and permission categories on this page.
Permission Categories and Status
On the left side of the Permissions view, permissions are grouped into categories such as:
General
CRM+
Financials
Labor
Libraries
Mobile App
Parts
Projects
Sales
Service & Maintenance.
Each category shows a quick status for the role: Full Access, Partial Access, or No Access.
Permission categories on the left and detailed General permissions on the right for a selected role.
This layout lets you quickly see which areas of BuildOps each role can access and drill into a category to see detailed options.
The All Permissions Widget & Access Levels
At the top of the Permissions view you’ll see an All Permissions dropdown. This controls the overall access level for the role and is a fast way to update all permissions at once.
The available options are:
Full Access
Turns on all permissions for the role.
The role can view, create, edit, and (where applicable) delete or archive items across enabled modules.
Partial Access
Keeps some permissions on and some off.
Use this when you want more granular control (for example, allow View but not Edit in certain modules).
No Access
Turns off all permissions for the role.
You can use the All Permissions widget to set a starting point (for example, No Access for a highly restricted role) and then fine‑tune individual categories and permissions.
Working With Roles
Create a Role
Go to Settings > Roles + Permissions.
Make sure you’re on the Active Roles tab.
Click Add.
Enter a Role Name and Description (optional).
Select the users that need to be added on the role.
Click ADD to save.
From this page, you can View Details, Add Users and Duplicate role.
Edit or Duplicate a Role
Edit
From Active Roles, select a role and click Edit.
Adjust permissions using the toggles as needed.
Click Save Changes
If you need to edit the name and description of a role, click the three dots at the top right corner. Edit the role name and description and hit save.
Duplicate
Select an existing role.
Click Duplicate Role.
Update the name, description, and permissions as needed.
Click Save.
Duplicating roles is ideal when you need slightly different versions of a base role,
Archive or Unarchive a Role
Archive a role when it’s no longer needed but you want to keep a record of its configuration.
From Active Roles, select the role.
Click Archive Role and confirm.
Reassign affected users to an active role if needed.
Unarchive a role to bring it back into use.
Go to the Archived Roles tab.
Select the role.
Click Unarchive Role.
Managing Users in a Role
Once a role is configured, you can assign and manage users from the Users tab within that role.
Add Users to a Role - you can do it from the list of active roles or inside of each role.
Open the role.
Click Add Users.
Search for and select one or more users.
Click Add to assign them to the role.
Remove Users from a Role
In the Users tab, select the users via the checkboxes.
Click Remove from Role.
Assign them to a new role.
Export User List for a Role
From the Users tab, click Export to download a list of users and their details as CSV, Excel, or PDF.
Permissions
General - Administrative and platform wide permissions
Web Access - Grant or revoke access to the web version of BuildOps.
Admin Settings - Enable the Admin settings menu item & determine access levels.
Roles - Allows users to view the roles listing, including a summary of users assigned to a role.
Add or Remove Users within a Role - Allows users to add or remove users within an existing role.
Create a Role - Allows users to create a net new role with a name and description.
Archive a Role - Adjusting these permissions determines the level of access and control a user will have over 'Roles'.
Duplicate a Role - Allows users to duplicate an existing role and edit the name and description.
Edit Permissions within a Role - Allows users to update the granular permissions for the entire platform and mobile app within a role.
Edit Role Description - Allows users to update the description for a role.
View Role Details - Allows users to open a role detail page, view permission sets, and view the full list of users assigned to a role.
External Message Email Addresses - Manage access to external message email addresses used in quotes, invoices, and purchase orders.
Add Email Addresses - Allows users to add new email addresses to be used for external messages, such as Quote, Invoice, or Purchase Order emails.
Edit Email Addresses - Allows users to update existing external message email addresses, including the type, the designated "reply to" address, & departments.
Delete Email Addresses - Allows users to permanently delete existing email addresses.
Accounting Settings - Enable the Accounting Settings menu item.
Credit Hold - Allows users to change general credit hold settings and change a customer's credit hold status.
Asset Settings - Enable access to the Asset settings menu item.
Company Settings - Enable the Company settings menu item.
Custom Fields - Enable the Custom Fields menu item.
Dispatch Settings - Enable the Dispatch settings menu item.
Dashboard - Enable the Dashboard menu item.
Company Reporting Data - Allows users to see all reporting data for the company within the dashboard.
Forms -Enable the Forms menu item.
Integrations - Enable the Integrations menu item.
Inventory Settings - Enable the Inventory settings menu item.
Edit Inventory Settings - Allow users to edit Inventory settings.
Invoices Settings - Enable the Invoice settings menu item.
Job Settings - Enable access to the Job Settings menu item.
Labor Settings - Enable access to the Labor Settings menu item & determine access levels
Mobile Settings - Enable the Mobile Settings menu item & determine access levels.
Gated Workflow - Allows users to access the Gated Workflows tab in mobile settings.
Edit Gated Workflow - Allows users to update all sections to be required or not, or bypassed if they are required on the technician visit report.
Personnel Settings - Enable the Personnel menu item.
Users - Adjusting these permissions determines the level of access and control a user will have over 'Employees' and 'Crews'.
View Technician Payroll Settings - Allows users access to view labor and billing rates, including labor groups, types, modifiers, and payroll hour rates for technicians.
Edit Technician Payroll Settings - Allows users to edit labor and billing rates, including labor groups, types, modifiers, and payroll hour rates for technicians.
Procurement Settings - Enable the Procurement settings menu item.
Project Settings - Enable the Project settings menu item.
Quote Settings - Enable the Quote settings menu item.
Service Agreements Settings - Enable the Service Agreement settings menu item.
Update Public Saved Views - Allows users to make changes to saved views on all tables they have permission to access.
CRM+ - Administrative and platform wide permissions for CRM+
CRM+ Web Access - Grant or revoke access to the web version of CRM+
Financials - General Financial Data, Invoices, & Blanket PO permissions
General - Determine permissions for platform wide financial data, job costs, & invoice costs.
Edit Job Report & Invoice Costs - Allows users to edit unit costs & quantities for job report and invoice line items.
Financial Data - Allows users to see financial data such as the total amount on a Quote, NTE on a Job, Invoice amounts, etc.
View & Edit Payroll Hour Rates - Allows users to view and edit payroll hour rates on personnel pages and the labor subtotals on the job report.
Service Labor Costs - Allows users to view cost information for labor in Jobs and Maintenances.
View Costs - Allows users to see the cost of items such as items and labor.
View Prices - Allows users to see the prices of items such as items and labor.
View Not to Exceed (NTE) - Allows users to see the NTE (not to exceed) field when creating or viewing jobs on web or mobile.
AP Retainage - Enable the AP Retainage menu item within the Accounting menu & determine access levels.'
View AP Retainage - Allows users to view the release AP Retainage screen.
Edit AP Retainage - Allows users to edit the retainage release values and proceed with releasing retainage via the action button.
Invoices - Determine access levels for the Invoices module.
Invoices - Adjusting these permissions determines the level of access and control a user will have over "Invoices".
Blanket Purchase Orders - Determine access levels for Blanket POs.
View Blanket Purchase Orders - Allows users to view all details of Blanket Purchase Orders, including the amounts, balances, dates, notes, & attachments.
Edit Blanket Purchase Orders - Allows users to manage existing Blanket Purchase Orders, including editing and canceling.
Create Blanket Purchase Orders - Allows users to create new Blanket Purchase Orders.
Labor - Time Tracking permissions
Time Tracking - Enable the Time Tracking menu item within Accounting & determine access levels.
Time Sheets - Adjusting these permissions determines the level of access and control a user will have over 'Timesheets' within the Time Tracking Module.\
Libraries - Customers, Item List, Pricebooks, Properties, and Subcontractors permissions
Contacts - Enable the Contacts menu item & determine access levels.
View Contacts - Allows users access to view the full list of Contacts and all details including contacts methods, message subscription status, and related objects.
Create Contacts - Allow users to create new Contacts
Delete Contacts - Allows users to permanently delete contacts.
Edit Contacts - Allows users to edit all contact information, including updating and deleting contact methods and managing subscription preferences, as well as adding or removing a contact from a customer or property.
Archive and Unarchive Contacts - Allows users access to archive and unarchive Contacts.
Customers - Adjusting these permissions determines the level of access and control a user will have over 'Customers'.
Item List - Allows users access to all Inventory related menu items (Issues, Warehouse, & Transfers). Users will still be able to select warehouses when receiving items if this permission is disabled.
Items - Adjusting these permissions determines the level of access and control a user will have over 'Items' within the Item List.
Inventory Templates - Adjusting these permissions determines the level of access and control a user will have over 'Inventory Templates'.
Pricebooks - Enable access to the Pricebooks menu item within the settings menu.
Properties - Determine access levels to the Properties Module.
Properties - Adjusting these permissions determines the level of access and control a user will have over 'Properties'.
Assets - Adjusting these permissions determines the level of access and control a user will have over the `Assets` Tab within a Property.
Set default customer - Allows users to set a customer to be default
Subcontractors - Enable access to the Subcontractors menu item within the directory menu.
Vendors - Enable access to the Vendors menu item within the settings menu.
Mobile App - Enable the Mobile App and determine permissions for Service & Maintenance, Projects, & Quotes on the App.
Service & Maintenance - Determine permissions for access to service & maintenance related information or actions on the Mobile App.
Assign Pending Tasks - Allows mobile users to assign a pending task to the current or next visit on that property.
Create Assigned Tasks - Allows mobile users to create new assigned tasks from the mobile app.
Create Follow-Up Visits - Allows users to create follow-up visits directly from the mobile app.
Create Pending Tasks - Allows mobile users to create new pending tasks for a property from the mobile app.
Mark Job Complete - Allows mobile users to mark a job as complete if all visits have been finished.
Mobile Dispatch - Allows mobile users to dispatch technicians to visits from the mobile app instead of from a desktop computer.
View Job Attachments - Allows users to view files attached to jobs on mobile that are marked as "not to be shared with technicians".
View Job Notes - Allows users to view job notes on mobile that are marked as "not to be shared with technicians".
Job Tags - Allows mobile users to view or change job tags on visits.
Projects - Determine permissions for access to project files on the Mobile App.
Files - Mobile Access - Allows mobile users to access file folders and files uploaded within the 'Mobile Access' File Folder.
Parts - Procurement & Inventory permissions
Procurement - Enable the Procurement menu items & determine access levels.
View Purchase Orders and Subcontracts - Allow users to access the menu item and view purchase orders and subcontracts.
Create Purchase Orders and Subcontracts - Allow users access to create Purchase Orders and Subcontracts across the entire platform, including from the Bill of Material on Projects and on Quotes.
Edit Purchase Orders and Subcontracts - Allow users access to edit all Purchase Order and Subcontracts information including Department, dates, and inventory line items.
Approve Purchase Orders and Subcontracts - Allow users to approve Purchase Orders and Subcontracts.
Delete Purchase Orders and Subcontracts - Allow users access to permanently delete Purchase Orders and Subcontracts that have not been posted.
Void Purchase Orders and Subcontracts - Allow users access to void Purchase Orders and Subcontracts that have been posted.
View Commitment Change Orders - Allow users to access the menu item and view commitment change orders.
Create Commitment Change Orders - Allows users to see the Create Change Order action, changes side panel.
Projects - Project Management & WIP Report permissions
Project Management - Enable the Project Management menu item & determine access levels.
Change Orders - Allows users to access the Change Orders tab within Projects.
Dashboard - Allows users to access the Dashboard tab within Projects.
Field Reports - Field Reports
Files Office Use Only - Allows web users to access file folders and files uploaded within the 'Office Use Only' File Folder.
Files Web Access - Allows web users to access file folders and files uploaded within the 'Web Access' File Folder.
Finance - Allows users to access the Finance tab within Projects.
RFI's - Allows users to access the RFI tab within Projects.
Submittals - Allows users to access the Submittals tab within Projects.
Purchasing - Allows users to access the Purchasing tab within Projects.
Project Settings - Allows users to access the Projects Settings tab within Projects.
Forecasting - Enable the Forecasting menu item & determine access levels.
View and Edit Forecasts - Allows users access to view the full list of Forecasts, and view & edit all details.
Create Internal Change Order - Allow users to Create an Internal Change Order from a Forecast.
Add Month to Forecast - Allows users to extend the Project end date from the Project Forecast by adding a month.
Adjust Labor Rate - Allows users to access Advanced Labor Settings and adjust the Labor Rate by month.
Project Import - Enable the Project Import menu item & determine access levels.
Import Project - Allow users to Import Projects. This permission is controlled by a configuration that needs to be enabled on the backend. If you're interested, please reach out to Support Team.
WIP Reports - Enable the WIP Reports menu item within Projects.
Daily Reports - Users can view all Daily Reports created by all users - Allows users to view all Daily Reports created by all users.
NOTE: This permission is not required for users to view their own Daily Reports.Lists - Enable the Lists menu item & determine access levels.
View & Manage Lists and Tasks - Allows users to create, delete, duplicate and edit Lists within a Project.
Import Lists - Allows users to import a List and its associated Tasks.
Export Lists - Allows users to convert a List into an excel document for offline use or later import purposes.
View Tasks - Allows users to view Tasks within a List.
Create Tasks - Allow users to create or duplicate a task.
Manage Tasks - Allows users to edit Tasks, including modifying notes, drawings and attachments.
Complete Tasks - Allows users to mark Tasks as completed and provide resolution details.
Review Tasks - Allows users to approve or reject Tasks marked for review.
Void Tasks - Allows users to void Tasks.
Delete Tasks - Allows users to permanently delete Tasks.
Sales - Quotes permissions
Quotes - Determine access levels to the Quotes Module.
Quotes - Adjusting these permissions determines the level of access and control a user will have over 'Quotes'.
Create Purchase Orders - Allows users to create a new purchase order from the quote line items.
Service & Maintenance - Dispatch, Job, Service Agreement, Task, & Visit permissions
Dispatch - Enable the Dispatch board menu item and grant users full access.
Jobs - Determine access levels to the Jobs Module.
Jobs - Adjusting these permissions determines the level of access and control a user will have over 'Jobs'.
Change Job Status - Allows users to change the status of a Job.
View Outstanding and Overdue Balances - Allows users to view the Outstanding and Overdue Balances on Job List.
Service Channel - Enable the Service Channel menu item within the Directory.
Tasks - Determine access levels to the Tasks Tab on Jobs, Maintenances, & Properties. Adjusting these permissions determines the level of access and control a user will have over 'Tasks' across the platform, including Recommendations.
Visits - Adjusting these permissions determines the level of access and control a user will have over 'Visits'.
Service Agreements - Enable the Service Agreements menu item & determine access levels.
Service Agreements - Adjusting these permissions determines the level of access and control a user will have over 'Service Agreements'.
Export Service Agreement - Allows users to export service agreements.
View Annual Contract Value - Allows users to see the annual contract value column/field.
Activity Tracking
Roles & Permissions includes activity, which logs changes at both the role and permission level. You can use this to see:
Who created, edited, or archived a role
When specific permissions were turned on or off
This is particularly useful for audits and troubleshooting access issues.
