Roles and permissions

Understand the role system in Gradeworks — what each role can access, how to assign roles, and how permissions protect sensitive data.

Roles control what each person can see and do in Gradeworks. A foreman doesn't need access to bid pricing. An estimator doesn't need to approve timesheets. The role system gives everyone the access they need and nothing more — protecting sensitive data while keeping workflows smooth.

Available roles

Admin — full access to everything. Company settings, user management, all bids, all projects, all financial data. Typically the owner and office manager.
Estimator — create, edit, and manage bids. View project data for context. Cannot access payroll, timesheets, or company settings.
Dispatcher — manage the dispatch board, create and edit work blocks, assign crews. View bids in read-only mode for context. Cannot modify bid pricing.
Foreman — field app access. View dispatched assignments, clock in/out, submit daily reports, sign off on crew time. Cannot access office views or bid data.
Crew Member — field app access limited to clocking in/out and viewing their own assignments. Cannot submit daily reports or sign off on time.
Viewer — read-only access to bids, projects, and schedules. Cannot create, edit, or delete anything. Useful for stakeholders who need visibility.

Assigning roles

Roles are assigned when you invite a user and can be changed at any time in Settings > Users. Click a user, change their role from the dropdown, and save. The change takes effect immediately — the user's navigation and available actions update on their next page load.

What roles can't do

Role restrictions are fully enforced. Even if someone bookmarks a page they shouldn't access, the system blocks them. Sensitive operations (changing company settings, managing users, approving timesheets) are restricted to Admin only.

Pro tip

Start with tighter permissions and loosen as needed. It's easier to grant access someone requests than to revoke access after they've seen data they shouldn't have. Most foremen never need more than the Foreman role.

Multiple roles

Each user has exactly one role. If someone wears multiple hats — an estimator who also dispatches — choose the role that gives them the broadest needed access. In that case, Dispatcher with estimating access is less risky than Admin. Review roles quarterly as responsibilities shift.

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Inviting your team

Add team members to Gradeworks by sending email invitations — assign roles during setup so everyone has the right access from day one.

Company settings overview

A guided tour of every settings area in Gradeworks — what each section controls, why it matters, and the recommended setup order.

Managing crews and team members

Create and manage crew configurations — assign members with hourly rates, set crew types, and define default equipment for streamlined dispatching.

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