Custom Roles

Create roles and configure granular permissions to control what each user can access.

Overview

Use Settings > Custom Roles to choose the permissions your team needs in Forz. You can adjust the Manager and Staff roles or create additional roles for different responsibilities, such as a dispatcher or office coordinator.

Each team member has one role. Changing a role's permissions changes them for everyone assigned to that role.

The roles included with Forz

Admin has full administrative access to the features enabled for your account. This protected role does not appear in the Custom Roles list and cannot be customized, renamed, or deleted.
Manager starts with broader permissions for managing daily operations.
Staff starts with a smaller set of permissions for everyday work.

Manager and Staff are starting points. You can fully customize their available permission settings and create more custom roles to suit your team. Their built-in names are fixed, and the roles cannot be deleted. To start with their permissions and use a different name, duplicate the role.

An Admin must manage Custom Roles, and the feature must be enabled for your account. If it is missing from Settings, ask your account administrator or Forz support for help.

Change a role's permissions

Open Settings > Custom Roles.
Select Manager, Staff, or a custom role. Use Search roles if needed.
Select a feature from the list on the left. You can search this list too.
Turn individual permission switches on or off.

Changes save automatically; there is no separate Save step for permission switches. They apply to everyone using the role on their next page load. Ask team members to refresh any pages they already have open.

Select All turns on every permission in the selected feature group. Deselect all turns them all off in that group. These buttons do not change the other feature groups.

If only one person needs different permissions, create a separate role and assign it to that person.

Understand the permission labels

Permission	What it controls
View list	Access to a feature's list of records.
View	Opening a record or viewing a feature.
Create	Creating new records.
Edit	Changing existing records.
Delete	Removing records when the record can be deleted.
Other named actions	A specific task, such as Assign, Send email, or Manage payments received.

Where both View list and View are available, enable both if someone needs to browse a list and open its records. Turning on Create or Edit does not automatically turn on the viewing permissions.

The available actions differ by feature. Some tasks also depend on a related feature's permissions. For example, creating an estimate from a job uses Estimate > Create. Record rules still apply, such as restrictions on deleting a record with linked information.

Create an additional role

Go to Settings > Custom Roles and click the + button.
Enter a Display name, such as “Dispatcher.” Choose a name that is not already in use; capitalization alone does not make it a different name.
Click Save to open the new role.
Enable the permissions the role needs before assigning it to anyone.

New roles start with all permission switches off.

To use an existing role as a starting point:

Open the role you want to copy.
Click the Duplicate icon at the top right.
Enter a new Display name and click Save.
Adjust the copied permissions as needed.

The duplicate starts with the original role's current permissions. Changes to either role are independent, and team members remain assigned to their existing role until you reassign them.

Assign a role to a team member

Open Team from the main sidebar.
Select the team member.
Click the pencil icon beside Role to open Change Role.
Choose the role and click Save.

When adding a new team member, choose their role in the new-user form.

An Admin can assign roles. A custom role with Team > View and Team > Edit can also change roles for non-admin team members, but only an Admin can assign or remove the Admin role. The account owner's role cannot be changed from this screen.

Default Manager and Staff configuration

The table below summarizes the default Manager and Staff permissions by area. Your account may differ if these roles were customized or created with earlier defaults.

You can customize the available permissions for both roles, duplicate them, or create additional custom roles. The built-in Manager and Staff roles cannot be renamed or deleted.

Area	Manager defaults	Staff defaults
Operations	Manage jobs, projects, tasks, tickets, systems, and inspections.	View and edit jobs; view projects; manage tasks, tickets, systems, and inspections.
Scheduling	View the calendar; manage events and routes; use map tracking.	View the calendar, routes, and map; manage events.
Customers & Sales	Manage customers, contacts, sites, leads, deals, and estimates.	View customers; manage contacts and sites; view and create estimates.
Finance & Purchasing	Manage invoices, bills, purchase orders, sales orders, recurring invoices, and payments.	View invoices.
Inventory & Tools	Manage products, inventory locations, transfers, and tools.	View products and locations; create transfers; view, edit, and assign tools.
Communication	Manage conversations, comments, and call lists.	Manage conversations and comments; view call lists.
Time & Payroll	Manage team time and payroll.	View time logs; team time-management permission is off.
Reports & Dashboards	Access reports; manage dashboards and custom reports.	View dashboards.
Team & Administration	Team permissions are off. Settings and Custom Roles require Admin.	Team permissions are off. Settings and Custom Roles require Admin.

Manage: Means view, create, and edit; it does not include deleting records. Access also depends on the features enabled for your account.
Deleting records: Delete permissions are off by default for both Manager and Staff.
Time tracking: Creating or correcting manual time entries requires Timesheets > Manage time. This is enabled for Manager and off for Staff by default. The Time Log Create and Edit switches alone do not grant this access.
Tools: Staff can view individual tools, edit them, and assign them. Enable Tool > View list if staff members also need to browse the Tools list.

Rename or delete a custom role

To rename a role you created, open it in Settings > Custom Roles, click the Edit pencil icon, change the Display name, and click Save. The new name also updates for the team members assigned to it.

To delete a role you created:

Reassign everyone using it to another role from Team.
Return to Settings > Custom Roles and open the role.
Click the Delete trash icon and confirm.

You can edit a custom role's permissions or name while people are assigned to it, but you can delete it only when nobody is assigned. The built-in Admin, Manager, and Staff roles cannot be deleted. Manager and Staff also cannot be renamed.

Troubleshooting

If this happens	What to check
Custom Roles is missing from Settings.	Sign in as an Admin. If it is still missing, contact Forz support to check feature availability.
A permission group is missing.	Check whether the related feature is enabled for your account. Some actions are controlled through a related feature instead of a separate group.
A team member cannot open a list or record.	Check their assigned role in Team, then check View list and View where available. Ask them to refresh after a change.
An action is still unavailable after a permission change.	Check the message on the blocked action, if shown. A related permission or the record's status may also be required.
Edit or Delete is missing for a role.	Manager and Staff cannot be renamed or deleted. A role you created cannot be deleted while users are assigned to it; check inactive team members too.
A role name is rejected.	Enter a name that is not already used in your account, even with different capitalization.

Was this helpful?

Still need help? Ask the team