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Roles and access control

FSM Navigator® uses role-based access control (RBAC) to ensure every team member sees only the features and data they need. Each user can be assigned one or more roles, and those roles determine their permissions across the platform.

Available roles

Role Description Typical user
Owner Full access to all features, settings, billing, and team management Company administrator, business owner
Manager Runs day-to-day operations: creates, edits, and assigns jobs, manages parts and notes on any job, and reviews the KPI dashboard. Can invite Dispatchers, Technicians, Office Staff, and Inventory Managers. No audit log, company settings, or subscription access Operations director, regional manager, ops lead
Dispatcher Manages jobs, schedules, customers, and coordinates technicians Office manager, scheduler
Technician Views and completes assigned jobs, logs time, adds photos and notes Field worker, service engineer
Office Staff Works only the jobs assigned to them from My Jobs; looks up customers (contact details and service addresses, read-only) and searches customers and their own jobs; cannot create, assign, cancel, or decline jobs, or change customers; never picked by automatic assignment Office coordinator, estimator, back-office staff given sub-jobs
Inventory Manager Manages parts catalog, warehouses, stock levels, and purchase orders Stock controller, warehouse lead
Asset Manager Manages equipment records, maintenance schedules, and asset tracking Equipment coordinator, fleet manager
Administrator Manages company settings, reads the company audit log, and runs the booking page. No jobs, customers, billing, or subscription. Web app only Office administrator, operations assistant

Plan availability

  • Owner, Dispatcher, Technician, Office Staff, Administrator — available on every plan.
  • Manager — available on Pro and Enterprise. Managers create, edit, and assign jobs and review the KPI dashboard; audit logs, company settings, and the subscription stay with the Owner.
  • Inventory Manager and Asset Manager — available on Enterprise plans only.

Permission matrix

The table below shows what each role can access. means full access, means view-only, means partial access (see the footnote under the table), and means no access.

Jobs and scheduling

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
View all jobs
View assigned jobs
Create jobs
Edit jobs
Update job status 1 1
Assign technicians
Dispatch board

1 Partial access: an Inventory Manager or Asset Manager can update the status only of jobs assigned to them.

Customers

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
View customers
Create/edit customers
Bulk import

Invoicing

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
View invoices
Create/edit invoices
Record payments

Inventory (Enterprise)

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
View stock levels
Manage parts catalog
Transfer stock

Assets (Enterprise)

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
View assets
Create/edit assets
Transfer assets
Depreciation data
Maintenance schedules

Settings and administration

Capability Owner Manager Dispatcher Technician Inventory Mgr Asset Mgr
Company settings
Billing & subscription
Invite / manage users
View reports
Audit logs

Administrator

The Administrator role is built for someone who looks after your account setup without running jobs. It opens exactly three pages, plus their own Profile from the account menu, where they reset their password and set up their own multi-factor sign-in:

  • Company Settings — company name, phone, and time zone, general settings and hold reasons, invoicing defaults (payment terms and invoice footer), customer portal settings, brand and logo, the multi-factor compliance list and reminders, sessions and security activity, and the sales writing settings (read-only; the Owner edits them).
  • Company Audit Logs — the full audit history and the support access log, including exports.
  • Booking Page — the profile, services, settings, preview, sharing, status, and custom domain tabs, when your plan includes online booking.

Some settings on those tabs belong to the Owner. An Administrator can see them but not change them, and each section notes that only the account owner can change them:

  • the company email address and the company address
  • the default tax rate, sending invoice emails automatically, and creating invoices automatically when a job is completed
  • the company multi-factor requirement and exempting a team member from it
  • whether "Remember me" is allowed on the sign-in page (this card is not shown to an Administrator)

Your subscription, plan, and billing stay with the Owner, and so do the Danger Zone, the company data export, Telegram, auto-assignment, QuickBooks, Stripe Connect, API keys, and removing another person's multi-factor sign-in. Those sections do not appear for an Administrator.

Only an Owner can give someone the Administrator role. It can be combined with other roles, and the person gets everything each of their roles allows. The Administrator role works in the web app only: a person whose only role is Administrator is asked to sign in from a web browser when they try the mobile app.

How to read the icons

full access (read + write) read-only no access. Manager can invite Dispatchers, Technicians, Office Staff, and Inventory Managers, which is why the "Invite / manage users" row shows (the invitation flow itself is the user-management surface available to Manager). Asset Manager sees the asset reports inside Assets, which is why "View reports" shows for that role, and Dispatcher sees invoices only from a customer's record.

Assign a role

Roles are assigned when you invite a new user or update an existing user's profile.

When inviting a new user

  1. Go to Users and click Invite User.
  2. Enter the user's email address.
  3. Select a role from the dropdown.
  4. Click Send Invitation.

Change an existing user's role

  1. Go to Users and click on the user's name.
  2. Select a new role from the dropdown.
  3. Click Save.

Only Owners can change roles

Managers can invite new users but cannot change existing users' roles. Dispatchers cannot invite users or change roles.

Best practices

  • Follow least privilege — assign each user the most restrictive role that still lets them do their job.
  • Use Dispatcher for scheduling staff — give them job, dispatch board and read-only customer access without invoicing, billing or settings permissions.
  • Limit Owner accounts — keep the number of Owners small to reduce your security surface.
  • Review roles regularly — when team members change positions, update their role promptly.

Frequently asked questions

Can a user have multiple roles?

Yes. A user can hold more than one role at the same time. Their effective permissions are the combination of all assigned roles.

What happens when I downgrade from Enterprise?

Users with Inventory Manager or Asset Manager roles retain their accounts but lose access to inventory and asset features. You can reassign them to Dispatcher or Technician.

Users with the Manager role keep their access on Pro — jobs, the KPI dashboard, and team invitations remain available. On Free, the Manager role's scope is unavailable; reassign to Dispatcher.