Module permissions

Module access decides whether someone can open a module. Module permissions decide what they can do once they are in it: edit, delete, approve, send things outside the company, and see money.

Where to set them

1. Open the Admin panel and go to Users.
2. Pick the user on the left, then the Modules tab.
3. Beside a module they have access to, press N of M permissions to open its list.
4. Tick or untick each permission. All and None do the whole module at once.

Every tick saves straight away - there is no Save button to forget. Modules and projects are set per company: if you manage several, choose the company in the menu first.

Changes apply the next time the user loads a page. They do not need to sign out.

Three rules worth knowing

Administrators can do everything. A user ticked as Administrator passes every permission, whatever the switches say. The permissions window tells you when you are looking at an administrator. To restrict someone, remove the Administrator tick first.

Giving a module gives all its permissions. When you tick a module, every permission in it is switched on. Then take away the ones this person should not have. It is quicker than switching on fifteen things for every new starter.

Without a permission, the button is not there. The user does not see a Delete button they cannot use. If they reach the action some other way, SmarteBuild refuses it and names the permission they need, so they know what to ask you for.

Seeing money

These are the ones to think about for site staff, who work alongside the subcontractors whose prices are in the system:

Permission	Module	Without it
See money figures	Dashboard	Counts and dates only, no dollar tiles
See lead value	Leads	Leads without their dollar value
See cost rates and totals	Bill of Quantities	Quantities and descriptions, no rates
See markup, margin and sell price	Bill of Quantities	No markup, margin or sell columns
See quoted prices	Tenders & Quotes	Who quoted, not how much
Show Order Value	Purchase Orders	Orders without prices, and order PDFs without prices
Show Actuals	Purchase Orders	No invoiced-to-date figures
See cost and margin	Variations	The client price only
See prices and allowances	Colour Selection	The choices and rooms, without the allowance, the price or the difference
See Costs	Schedule & Booking	Tasks without cost
Access Cash Flow	Schedule & Booking	No cash flow view
See pay rates and labour cost	Timesheets	Hours only

The full list

Module	Permissions
Dashboard	See money figures
Suppliers	Add and edit suppliers · Delete suppliers · Import suppliers from a file
Price List	Add and edit items and prices · Delete items and headings · Import price lists
Leads	Add and edit leads · Delete leads · See lead value · Convert a lead into a project
Project Details	Create and duplicate projects · Edit project details · Delete projects and estimates · Manage client portal access
Documents	Upload and edit documents · Delete documents
Take-Off	Add and edit measurements · Delete plans and measurements · Send quantities to the BOQ
Cost Codes	Add and edit cost codes · Delete cost codes
Bill of Quantities	See cost rates and totals · See markup, margin and sell price · Add and edit items · Delete items · Print and export
Colour Selection	Edit selections · Share with the client · Push to BOQ or create a variation · See prices and allowances
Tenders & Quotes	Create and edit tenders · Delete tenders · Send tenders to suppliers · See quoted prices · Accept a quote
Purchase Orders	Show Project Information Bar · Print Orders · Generate a new order · Delete Orders · Show Order Value · Show Actuals · Approve Orders · Send Orders · Edit order items and prices
Variations	Approve Variations · Apply Variations to BOQ and Orders · Update Variation Workflow · Create and edit variations · Delete variations · See cost and margin · Send to the client
Progress Claims	Create and edit claims · Delete claims · Approve and unlock claims · Record payments
Expenses	Enter and edit expenses · Delete expenses · Send to Xero
Schedule & Booking	Access Cash Flow · See Orders · See Costs · Add Delay · Edit/Delete Tasks · Send call-ups to suppliers
Site Diary	Add and edit own entries · Edit or delete other people’s entries
Checklists & Safety	Manage templates · Fill in checklists · Sign off a checklist · Delete checklists
Timesheets	Enter own time · See everyone’s timesheets · Approve timesheets · See pay rates and labour cost
Earned Value	Set and change the plan
Defects	Add and edit defects · Delete defects · Send notices to suppliers · Close defects

The Projects List uses Project Details’ permissions, and Quotes Received uses Tenders & Quotes’. Messages has none: anyone in the conversation can post, and only the author can delete their own message.

Two that work together

Site Diary. Add and edit own entries lets someone write the diary and fix their own entries. Edit or delete other people’s entries is for whoever reviews the diary. A supervisor normally has the first and not the second.

Timesheets. Enter own time is all a worker needs. Without See everyone’s timesheets they only ever see their own hours. Give Approve timesheets to whoever signs them off, and See pay rates and labour cost to payroll.

Sensible starting points

Role	Take away
Estimator	Delete projects and estimates · Approve Orders · everything in Claims and Expenses they do not use
Site supervisor	Every See money permission above · every Delete · Approve Orders · Approve timesheets
Contract administrator	Delete projects and estimates · Manage templates
Business owner	Nothing. Make them an Administrator

See also Roles and access for the controls that sit above these: the plan, module access and project permissions.