Roles and permissions

FSM Navigator® uses role-based access control to keep your data safe and your team focused. Each user can be assigned one or more roles that determine what they can see and do throughout the platform.

Permissions reference

The table below summarizes the key permissions for each core role.

Permission	Owner	Dispatcher	Technician
View all jobs			Own only
Create jobs			—
Assign technicians			—
View all customers			Assigned only
Manage customers			—
Create invoices		—	—
View financial reports		—	—
Manage team members		—	—
Invite new users			—
Company settings		—	—
Billing & subscription		—	—
Update job status
Add job photos
Job chat
View KPI dashboard		—	—

Role descriptions

Owner

The Owner has full administrative access to every part of FSM Navigator. Owners manage billing, team members, company settings, and reporting. Every account must have at least one Owner — you cannot remove or demote the last Owner.

Typical users: business owner, general manager, operations director.

Key capabilities:

• Create, edit, and delete jobs
• Manage customers and locations
• Generate, send, and track invoices
• View financial reports and the KPI dashboard
• Invite, deactivate, and manage all team members
• Change subscription plans and billing details
• Configure company settings (business hours, branding, integrations)
• Access all data across the entire account

Dispatcher

The Dispatcher is your operations coordinator. Dispatchers create and assign jobs, manage the daily schedule, and communicate with technicians in the field — but they cannot access billing, company settings, or financial data.

Typical users: office manager, scheduler, operations coordinator.

Key capabilities:

• Create, edit, and assign jobs
• Manage customers and locations
• Invite Dispatchers and Technicians
• View and update the schedule
• Communicate with technicians via job chat
• View job history and status updates

Technician

The Technician is your field worker. Technicians view and complete their assigned jobs, update statuses, and add photos and notes. They cannot create jobs, access other technicians' work, or open Owner-only areas such as billing and company settings.

Typical users: service technician, installer, maintenance worker.

Key capabilities:

• View assigned jobs and job details
• Update job status (e.g., In Progress, Completed)
• Add photos, notes, and time entries
• Participate in job chat
• Access the mobile app for on-the-go updates

Specialized roles

These roles add focused access for team members with specialized responsibilities. Plan availability varies — see each role below.

• Manager (Pro and Enterprise) — Runs day-to-day operations alongside the Owner. Managers create, edit, and assign jobs from the Dispatcher dashboard, where they see every job; add, change, or remove the parts used on any job; delete any job note; and review the KPI dashboard. They also manage customers and invoices, work with inventory and assets when your plan includes them, and can invite Dispatchers, Technicians, Office Staff, and Inventory Managers. Audit logs, company settings, and your FSM Navigator subscription stay with the Owner. On My Jobs, a Manager sees only the jobs assigned to them.
• Inventory Manager (Enterprise) — Manages parts, warehouses, stock levels, and purchase orders. Cannot access billing or company settings.
• Asset Manager (Enterprise) — Tracks company equipment, maintenance schedules, warranty information, and depreciation. Cannot access billing or company settings.
• Office Staff (every plan) — For office team members who are given work of their own, such as a sub-job on a work order. They see only the jobs assigned to them, on their My Jobs page and in the mobile app, and can open those jobs, update their status, add notes and photos, and fill in their job forms. They can also look up any customer to answer a call: the Customers page shows the customer list, and opening a customer shows their contact details and service addresses, read-only. Search finds customers and their own jobs. They cannot create, assign, cancel, or decline jobs, they cannot add, edit, import, export or deactivate customers, they never see other people's jobs, and automatic job assignment never picks them — every job they receive is assigned by an Owner, Manager, or Dispatcher.
• Administrator (every plan) — For the person who looks after your account setup. Administrators manage Company Settings (company name, phone, and time zone, general and invoicing settings, customer portal, brand, and the multi-factor compliance list), read the Company Audit Logs, run the Booking Page, set up Text notifications on Enterprise (connecting your Twilio account, pausing texts and choosing which texts go out), and use their own Profile to reset their password and set up multi-factor sign-in. The company email and address, the default tax rate, automatic invoice sending and creation, the multi-factor requirement and exemptions, and the "Remember me" setting stay with the Owner; an Administrator sees them read-only, apart from "Remember me", which is not shown. They do not see jobs, customers, invoices, or your FSM Navigator subscription, and billing, plan changes, the Danger Zone, and connected services such as QuickBooks, Stripe Connect, and API keys stay with the Owner. Only an Owner can give someone this role, and it works in the web app only.

Role assignment rules

• Each user can be assigned one or more roles — for example, a user can hold both the Dispatcher and Inventory Manager roles.
• Roles are assigned when you invite a user and can be changed later by an Owner.
• Role changes take effect immediately — the user's menu, dashboards, and available actions update on their next page load.
• You cannot remove the last Owner. At least one Owner must exist on every account.
• Only Owners can promote another user to the Owner role.

Frequently asked questions

Related pages

• Inviting users — Add new team members to your account
• Invite your team — Quick-start guide for first-time setup
• Security overview — Learn how FSM Navigator protects your data