User Roles & Permissions

ShopTrack uses a role-based access control system to ensure team members have access to the features they need while protecting sensitive business information.

Understanding Roles

Each user in ShopTrack is assigned one or more roles. These roles determine what features they can access and what actions they can perform.

Roles and Permissions Matrix
The roles management screen shows permissions for each role. roles-matrix

Available Roles

Administrator

Full System Access

Administrators have complete access to all ShopTrack features, including billing, user management, and system settings.

Administrator capabilities include:

  • Full access to all work orders, customers, and data
  • Manage users and assign roles
  • Configure company settings and branding
  • Set up integrations (Square, OpenAI, etc.)
  • Access billing and subscription management
  • View all reports and analytics
  • Create and manage custom forms

Manager

Operational Oversight

Managers can oversee daily operations, manage work orders, and access reports without full administrative privileges.

Manager capabilities include:

  • Create, edit, and manage all work orders
  • View and manage all customers and watercraft
  • Access all reports and analytics
  • Override technician time entries
  • Manage services and parts catalog
  • View team activity and flagtime

Managers cannot:

  • Access billing or subscription settings
  • Manage users or roles
  • Configure system integrations

Service Advisor

Customer-Facing Operations

Service advisors handle customer interactions, create work orders, and coordinate with technicians.

Service Advisor capabilities include:

  • Create and edit work orders
  • Add and manage customers
  • Add and manage watercraft/assets
  • Generate quotes and invoices
  • Add notes and communicate with customers
  • View work order history and status
  • Assign work to technicians

Service Advisors cannot:

  • Access system settings
  • View financial reports
  • Modify labor rates or pricing structures

Technician

Hands-On Work

Technicians focus on completing assigned work, logging time, and documenting their progress.

Technician capabilities include:

  • View work orders assigned to them
  • Start and stop flagtime timers
  • Add labor entries to work orders
  • Add notes and photos to work orders
  • Log parts used
  • Complete custom forms and inspections
  • Update work order status (within limits)

Technicians cannot:

  • Create new work orders
  • View or edit customer contact information
  • Access financial information (pricing, costs)
  • View other technicians' work
  • Access reports or analytics

Permissions Matrix

Permission Admin Manager Service Advisor Technician
Create Work Orders
Edit All Work Orders
Log Flagtime
View All Customers
Access Reports
Manage Users
Access Settings Limited
Manage Billing

Managing User Roles

Administrators can manage user roles in Settings → Users.

User Management Screen
Add users and assign roles from the user management screen. roles-user-management

Inviting New Users

  1. Navigate to Settings → Users
  2. Click + Invite User
  3. Enter the user's email address
  4. Select the appropriate role(s)
  5. Click Send Invitation

The new user will receive an email invitation to create their account and set their password.

Changing User Roles

  1. Navigate to Settings → Users
  2. Find the user in the list
  3. Click Edit
  4. Update their role(s)
  5. Click Save Changes

Important: Administrator Access

Be cautious when granting Administrator access. Administrators have full control over billing, settings, and can remove other users. Only give this role to trusted individuals who need complete system access.

Custom Roles (Coming Soon)

In a future update, ShopTrack will support custom roles, allowing you to create roles with specific permissions tailored to your organization's needs.