Every person in a company has one role. The role gives them a sensible set of permissions, and an owner or admin can switch individual permissions on or off for that person.
The database enforces all of this, not just the app. If the app ever showed a button someone isn’t allowed to use, the database would still refuse the change.
The six roles
| Role | In short |
|---|---|
| Owner | Holds the company account. Full access. There is one owner, and ownership moves only by a transfer. |
| Admin | Full access to every area, setting and person. |
| Manager | Runs projects and decides who works on them. Sees every project and the money. Can’t delete records or change company settings by default. |
| Member | Day-to-day work: creates and edits records. Lists show the projects whose team they are on. No money figures by default. |
| Viewer | Reads records but can’t create, change or approve anything. Lists show the projects whose team they are on. |
| Client | Outside your company. Sees only the client portal for their projects: things to review, approve or sign, updates, photos and documents you share. |
The permission switches
On the web, open Team, choose a person, and change their permissions. The switches come in two groups.
Areas decide which parts of Konverge appear in their menu: Projects, Site, Documents & drawings, Contacts, Sales, Estimates, Finance, Reports, Team and Company settings.
Actions decide what they can do:
- Create records, Edit records, Delete records
- Approve & sign: approve submissions, daily logs, change orders and valuations
- Export: download and export data
- Invite members
- See money figures: costs, budgets and amounts wherever they appear
Before you confirm a role change, Konverge shows what the person would gain and lose.
See money figures
This one switch hides costs, budgets, rates and amounts across the app, on the phone and on the web, for people who don’t need them. Owners, admins and managers have it by default. Members and viewers don’t. Finance also needs See money figures to be useful.
Project access
Owners, admins and managers see every project. Members and viewers see the projects whose team they are on. Add people to a project from the project’s Team tab, or choose Every project they are on the team of or Only the projects I choose on their page in Team.
Important: areas are not a privacy wall
Areas and project access change what Konverge shows someone. They are not a privacy boundary between your own staff. Anyone in your company except a client can still reach other projects’ records and company finances by other routes. Give anyone outside your company the Client role. Clients really are limited to their own projects.
To hold back particular documents (contracts, say) from particular people, use document access rules. See Document control.
Good to know
- Viewers and clients can never create or edit records, whatever their switches say. Clients can approve and sign what you send them.
- Nobody can approve their own daily log or timesheet, except the owner.
- Permission changes reach phones straight away.