My Team Permissions: What Can I See & Do

My Team Permissions: What Can I See & Do

Kevin Fitzpatrick

Set up your team for success in CoConstruct by providing them with the necessary access and permissions based on their role and job in your organization. Each team member interacts with CoConstruct based on TWO types of settings -- certain levels of access plus various permissions.

My_Team_Adding_New_Projects_Access_and_Permissions.png

Project Access = Which projects added to your CoConstruct account a team member is able to open and view. Access ranges from allowing a team member to see:

ALL projects added to the account
- Just SOME projects you identify are important for them to see
NO projects at all

Permissions = What actions, functions, or features in the CoConstruct platform a team member is permitted to interact with and at what level. Allow team members to interact with certain areas of the system by selecting from the list provided:

- Update Schedules
- View Financials
- Edit Financials
- Preview Client Side
- View Contacts and Leads
- Add/Edit Contacts and Leads
- Update Templates
- Manage Time Clock

Need a team member to access everything, including certain settings and accounting details? Add them as an Admin user.

WHICH PERMISSIONS WORK BEST?

To guide you in deciding which settings are right for which team members, think first about what actions a team member may be required to perform. Pick from the list below to see which access and permissions allow ("✓") or dis-allow ("X") certain functions in those areas of the system. OR view the full chart of permissions.

Important Rules to Remember:

  1. Permission Prerequisites = Some of these permissions operate on levels with prerequisites. For example, in order to make Edits to certain information, a team member must first be able to View the information. The table provided below states the minimum required for the setting/area. Any team member set as an Admin user has access to all settings and functions.

  2. Mobile App Access = Some actions simultaneously appear on the mobile app of CoConstruct. Note which functions exist for the indicated column. note that in some scenarios, permissions differ in the mobile app to better reflect field requirements and needs.

Actions/Functions

General Account + Cross-Project + Pre-Project Financials Project Management

 

PERMISSIONS & ACCESS CHART

Use the below to decide which permissions and access to provide your team for the full website and mobile app. Adjust any permissions when adding new team members from Contacts > My Team OR an existing team member by using the Edit function from the ellipse menu.

My_Team_Adding_and_Editing_Team_Member.gif

Account Wide & Cross-Project

The minimum permission and access settings required to perform general account actions, access cross-project information, and conduct pre-project tasks.

Task Manager

Permission Access iPhone_Blank.png Notes
View Task Manager Any* Any *Limitations apply to editing, completing, and creating new tasks

 

 

Time Clock

Permission Access iPhone_Blank.png Notes
Clock In/Out Any Any* *All or None project access provides full list of Prospect, Active, and Warranty projects to record time. Some project access limits available projects.
Add Time Any Any*
Export Manage Time Clock All X  
Approve/Void Time Manage Time Clock All X  
View ALL Entries for ALL Users Manage Time Clock All  
Edit Time Any* Any *CoConstruct keeps an historical record of all changes made to time entries
Push to QuickBooks Manage Time Clock All  

 

Contacts + Leads

Permission Access iPhone_Blank.png Notes
View/Search/Filter Contacts View Contacts & Leads Any  
Import/Create New Contacts Add/Edit Contacts & Leads Any ✓* *Add new contacts/leads from the mobile app under Contacts
View Individual Records View Contacts & Leads Any  
Edit Contacts/Lead Details Add/Edit Contacts & Leads Any  
Delete Contact/Lead Admin* All X *This can only be done by Admin users
Add/Edit Activities Add/Edit Contacts & Leads Any X  
Assign to/Complete Activities Add/Edit Contacts & Leads Any ✓* *See and complete these under Tasks. Editing done on full site
My Team Admin* All X *Only admin users can view, add, or edit my team users
View Trade Partners Any Any ✓* *View as part of larger contact list or filter by contact type
Add New Trade Partners Any* Any X *Limitations apply to providing trade partners web access
Give Trade Partners Web Access Any* Some** X *Only Admins can remove trades from projects
**Project access limits ability to give trades access to all projects
Edit/Delete Trade Partners* Add/Edit Contacts & Leads Any X *Limitations apply to fully deleting trade partners in order to maintain a record of actions and communications

 

Templates

Permission Access iPhone_Blank.png Notes
View Cost Catalog View Financials Any X  
Add to Cost Catalog Edit Financials Any X  
Update Costs to Projects Edit Financials Some* X *Updating costs on Projects requires access to those projects
Update Costs to Templates Edit Financials + Update Templates* Any X *Both must be present
View Specs & Selections Templates Any* Any X *Once reach minimum of View Financials can see templates with budget amounts
Edit Specs & Selections Templates* Edit Financials + Update Templates** Any X *Editing items, parameters, markup configurations, etc.
**Both must be present
Add New Specs & Selections Template Any Any* X *Requires access to a project to create a template from it
View Proposal Templates View Financials + Update Templates* Any X *Both must be present
Create & Edit Proposal Templates Any X
Save & Preview Proposal Templates Any X
Delete Proposal Template Admin All X  
View Schedule Templates Update Templates Any X  
Edit Schedule Templates Update Schedules + Update Templates* Any X *Both must be present
Add/Copy/Rename/Delete Schedule Templates Update Templates Any* X *Requires access to a project to create a template from it

 

Reports

Permission Access iPhone_Blank.png Notes
Run Reports *All Any* X *Access to certain reports dependent on permissions and project access

 

Settings

Permission Access iPhone_Blank.png Notes
Personal* All Any X *This setting lives under a user's name
Account > My Team Admin All X  
Warranty Sublists All Any X  
Files/Photos Labels All Any X  
Job Log Flags Admin All X  
Contacts & Project Groups Admin All X  
Other Settings View Financials Any* X *Team member ability to download project data dependent on their project access
Custom Branding Admin All X  
Scheduling Update Templates Any X  
Estimating View Financials* Any X *View can only see the page but requires Edit Financials to make any changes
Accounting Admin All X  
Trade Partners Admin All X  
Holidays Updates Schedules Any X  
Lead Intake Form All Any X  

 

Community

Permission Access iPhone_Blank.png Notes
Access Community Forum

Update Templates

Edit Financials

Manage Time Clock

Admin

Any Full list of permission requirements to access

 

Projects

Permission Access* iPhone_Blank.png Notes
Add a project Any Some X  
Edit Project Name + Location Any Some X  
Change Project Phase Any Some X  
Adjust Financial Structure Admin* All X *While any user can set up financial structure, only Admins can change this setting once the project is created
Change Update Clearer Any Some X  
Add Builders to Project Admin All X  
Add Trade Partners to Project Any Some X  
Add Clients to Project Add/Edit Contacts & Leads Some X  
Determine Client Access Any* Some X *Admin users can grant client access to the budget and non-Admin users can disable budget access BUT non-Admins cannot re-enable it
Setup + Edit Client Alerts Add/Edit Contacts & Leads Some X  
Preview Client Side* View Financials Some X *Includes using eyeball icon on project
Link Project to QuickBooks Admin All X  
Change Default Financial Labels Any Some X  

*In most cases, creating or editing project information requires access to that particular project or some projects.

Project Financials

The minimum permission and access settings required to view, create, edit, and share project financial details. Note that access to the individual project is required to complete any actions or view data.

Summary

Permission Access iPhone_Blank.png Notes
View Any* Some *Level of pricing detail dependent on permissions
Sync Data Edit Financials Some X  

 

Estimate

Permission Access iPhone_Blank.png Notes
View Estimate Edit Financials Some X  
Add/Edit Items Edit Financials Some X  
Copy Items to Template Edit Financials Some X  
Configure Markup, Margin & Tax Edit Financials Some X  
Export to QuickBooks Edit Financials Some X  

 

Proposals

Permission Access iPhone_Blank.png Notes
View Proposals View Financials Some X  
Create/Copy Proposals View Financials Some X  
Send Proposals View Financials Some X  
Delete Proposals View Financials Some X  
Navigate to Proposal Templates View Financials + Update Templates* Some X *Both must be presesnt

 

Bids

Permission Access iPhone_Blank.png Notes
View Bids View Financials Some X  
Create/Edit Bid Requests View Financials Some X  
Award Bids View Financials Some X  
Push Bids to Estimate Edit Financials Some X  
Generate Purchase Orders Edit Financials Some X  
Cancel Bid Request View Financials Some X  

 

Purchase Orders

Permission Access iPhone_Blank.png Notes
View Purchase Orders View Financials Some  
Create/Edit Purchase Orders Edit Financials Some ✓* *Team members with View Financials can create and edit these from the mobile app
Release Purchase Orders Edit Financials Some ✓* *Requires minimum of Edit Financials to release from the mobile app
Add Payments Edit Financials Some X  
Add Bills Edit Financials Some X  
Push Bills to QuickBooks Admin All X  
Revert Purchase Order to Draft Edit Financials Some X  
Receive Purchase Order Notifications View Financials Some N/A  

 

Change Orders

Permission Access iPhone_Blank.png Notes
Create/Edit Change Orders Edit Financials Some  
View Change Orders Any* Some *Level of pricing detail dependent on permissions
Void Change Orders Edit Financials Some X  
Sync with QuickBooks Edit Financials Some X  

 

Budget

Permission Access iPhone_Blank.png Notes
View Budget View Financials Some  
Export View Financials Some X  
Sync with QuickBooks Admin All X  
Enter Actuals Edit Financials Some X  
Add Notes Edit Financials Some X  

 

Invoices

Permission Access iPhone_Blank.png Notes
View Invoices View Financials Some X  
Create/Edit Invoices Edit Financials Some X  
Enable Payments on Invoices Admin All X  
Void Invoices Edit Financials Some X  
Resend Invoices View Financials Some X  
Push to QuickBooks Admin All X  

 

Project Management

The minimum permission and access settings required to view, create, edit, and share project schedules, tasks, comments, messages, and more. Note that access to the individual project is required to  complete any actions or view data.

Schedule

Permission Access iPhone_Blank.png Notes
View Schedule (all views) Any Some ✓* *A list and calendar views are available in mobile
Complete Tasks Update Schedules Some  
View Task Details Any Some  
Add/View Comments Any Some  
Create/Edit Tasks* Update Schedules Some *Includes assigning users to tasks
Copy from Template Update Schedules Some X  
Set Baseline Any Some X  

 

Hours

Permission Access iPhone_Blank.png Notes
View Hours Any Some  

 

Specs & Selections

Permission Access iPhone_Blank.png Notes
View Scope of Work* Any Some *Refers to seeing Specification, Client Info, and Trade Partner Info text fields
View Spec & Selection Items with Budget View Financials Some  
Add/Edit Items View Financials Some X* *Can add photos to items on the mobile app
Delete Items* View Financials Some X *Delete only available in the absence of decisions, change orders, or a history of chocies
Make Choices Edit Financials Some  
Update Item Status* View Financials Some X *Includes locking an item
View/Add Comments Any Some  
View Change Log View Financials Some X  

 

Message + Questions

Permission Access iPhone_Blank.png Notes
Send Messages Any Some  
Share Messages with Clients Any Some  
Move Messages Any Some  
Answer Client Questions Any Some  

 

To-dos

Permission Access iPhone_Blank.png Notes
Create/Edit To-dos Any Some  
Complete To-dos Any Some  
Delete To-dos Any Some  

 

Job Log

Permission Access iPhone_Blank.png Notes
View Job Log Entries Any Some ✓* *Only view entries in the last 15 days
Add/Edit Job Log Entries Any Some ✓* *Unable to edit existing notes
Share Entries with Clients Any Some  

 

Files + Photos

Permission Access iPhone_Blank.png Notes
Upload Files + Photos Any Some ✓* *Only upload photos
Label & Describe Any Some ✓* *Upon upload, use full web to edit
Share with Clients and Trade Partners Any Some ✓* *Upon upload, use full web to change
Delete* Any Some X *Only team members with access to preview client side can delete client uploaded files/photos

 

Warranty

Permission Access iPhone_Blank.png Notes
Create/Edit Warranty Requests Any Some  
Complete Warranty Requests Any Some  
Accept as Warranty Any Some  
Decline as Warranty Any Some X  
Verify Warranty Request Any Some X  
Delete Warranty Request Any Some X  

 

 *Note: Not all features are available on all CoConstruct plans. 

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