Every person in your business has exactly one role. The role decides what they see and what they may do — and it also decides which kind of license they take.
Settings → Company → Employees. The rights table is there under “Roles & access rights”.
The five roles
| Role | Who for |
|---|---|
| Office – Admin | Owner or managing director. The only role that administers the subscription. |
| Office – Management | Office management, bookkeeping. Sees everything, does not change the settings. |
| Office – Project management | Site management. Works on their own projects. |
| Field – Team lead | Foreman on site. Records for others as well. |
| Field – Team member | Fitter. Records their own time. |
Who may do what
| Function | Office – Admin | Office – Management | Office – Project management | Field – Team lead | Field – Team member |
|---|---|---|---|---|---|
| Viewing projects | all | all | only assigned ones | only assigned ones | only assigned ones |
| Creating projects | yes | yes | yes | yes | no |
| Contacts | view and manage | view and manage | view and manage | view and manage | no access |
| Invoices | full | full | only in assigned projects, no overview | no access | no access |
| Time recording | full | full | full | own and for others | own only |
| Settings | full | read only, no subscription | read only, no subscription | no access | no access |
Three points out of this that come up most often in daily work:
- Only the Office – Admin sees the “Contract & subscription” tab. Anyone looking for the subscription and not finding it has a different role.
- Office – Project management sees no invoice overview. They do very much see the invoices for their own projects.
- Field – Team member has no access to contacts and creates no projects.
What the interface hides is only half the lock. The hard boundary sits on the server and in the database — anyone typing in an address by hand still does not get through.
Changing a role
In the employee list the role is a dropdown right in the row. The change takes effect at once. Only an admin sees the dropdown; everyone else sees the role as a label.
If someone moves between office and field, the kind of license moves too. The role determines it: everything starting with “Office” takes an office license, everything else a field license. For the new role, a license of the other kind therefore has to be free.
Roles and licenses
Every person takes up exactly one license. Anyone with an office license may work in the field as well without a second one being taken up.
At most as many people can work as you pay licenses for — separately for office and field licenses. You can still invite people at any time; the person joins as soon as a matching license is free. During the trial this limit does not apply.
A deactivated account takes up no license and no longer has any rights — but the role stays stored, so that you can reactivate the person later with one click. Its license becomes free for someone else; you keep paying for it until you remove it.
How to add and remove licenses is described under Changing plan, licenses and term.
A business always needs an admin
Zirko does not allow the last administrator of a business to delete their account while other people still work there. Otherwise nobody would get to the data any more. Before you go, give somebody the Office – Admin role.