Custom Roles

Overview

Custom Roles decide what each person can see and do in Forz. You can adjust the built-in Manager and Staff roles, or create roles for specific 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 it.

Roles live on the Roles tab of Team in the main sidebar. They used to be under Settings → Custom Roles; old links there now open the Roles tab.

Before You Begin

Prerequisites:

1. You have the Admin role. Only Admins see the Roles tab; the Team permissions do not grant access to it.

2. Custom Roles is available on your account. If the Roles tab is missing for an Admin, contact Forz support.

The roles included with Forz

• Admin has full access to every feature enabled for your account. It is protected: it does not appear in the Roles list and cannot be edited, renamed, or deleted.

• Manager starts with broader permissions for running daily operations.

• Staff starts with a smaller set of permissions for everyday work.

Manager and Staff are starting points. You can change all of their permissions, and reset them to the Forz defaults at any time. Their names are fixed and they cannot be deleted. To start from their permissions under a different name, duplicate the role.

Opening the Roles tab

1. Click Team in the sidebar.

2. Click the Roles tab.

The list shows Manager, Staff, and every role you created. Roles that have users assigned show a badge with the user count. To find a role, type in Search and press Enter. Clear the box to see every role again.

Changing a role's permissions

1. On the Roles tab, click the role. You can also click its More options button (⋯) and select Edit.

2. Select a feature from the list on the left. Use Search above the list to find one quickly.

3. Turn individual permission switches on or off.

Expected result: Each switch saves as soon as you click it; there is no Save step. The change applies to everyone with that role on their next page load, so ask them to refresh any pages they already have open.

Select All turns on every permission for the selected feature, and Deselect all turns them all off. Other features are not affected.

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

Understanding the permission labels

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.

Creating a role

1. On the Roles tab, click + Role at the top right.

2. Enter a Display name, such as "Dispatcher". The name must not already be in use; a change in capitalization alone does not count as a different name.

3. Click Save. The new role opens.

4. Turn on the permissions the role needs before you assign it to anyone.

New roles start with every permission switched off.

Duplicating a role

1. On the Roles tab, click the role's More options button (⋯) and select Duplicate. You can also open the role and choose Duplicate from the More options button (⋯) at the top right.

2. Enter a new Display name and click Save.

3. Adjust the copied permissions as needed.

The copy starts with the original role's current permissions. After that the two roles are independent, and team members stay on their existing role until you reassign them.

Assigning a role to a team member

1. Click Team in the sidebar and open the team member from the Users tab.

2. Click the pencil beside Role. Change Role opens.

3. Choose the role and click Save.

When you add a new team member, you choose their role in the New User form.

An Admin can assign any role. A 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 Team.

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.

• 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: Opening Timesheets requires Timesheets > View. Creating or correcting time entries also requires Timesheets > Manage time, which only works when View is on. Both are on for Manager and off for Staff by default.

• 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.

Resetting Manager or Staff to the defaults

1. Open Manager or Staff from the Roles tab.

2. Click the More options button (⋯) at the top right and select Reset to default.

3. Confirm.

Expected result: The role's permissions are replaced with the current Forz defaults. Team members keep the role, and their access updates on their next page load. Roles you created cannot be reset.

Renaming or deleting a role

To rename a role you created, open it, click the Edit pencil at the top right, change the Display name, and click Save. Team members assigned to it see the new name.

To delete a role you created:

1. Reassign everyone using it to another role from Team. Check the Inactive users and the Trash Bin too.

2. Open the role from the Roles tab.

3. Click the More options button (⋯), select Delete, and confirm.

You can change a role's permissions or name while people are assigned to it, but you can delete it only when nobody is. Admin, Manager, and Staff cannot be deleted, and Manager and Staff cannot be renamed.

Troubleshooting