User Roles
How roles and permissions work, and how to control what your team can do.
1. How roles work
Every team member in Jotter has a role that controls what they can see and do. Roles are set per-company — if someone belongs to multiple companies, they can have different roles in each one.
Jotter comes with three built-in roles. You can also create custom roles with exactly the permissions you need.
2. The three built-in roles
Company Admin
Full access to everything. Company Admins can manage settings, connect Xero, invite team members, create and manage roles, see all jobs, view reports, and complete jobs as invoices. The person who creates the company is automatically a Company Admin.
Team Leader
Can see all jobs, manage invoices, send quotes, invite users, view reports, and see prices. Team Leaders can do most things an Admin can, except they cannot change company settings, manage the Xero connection, or create/edit roles.
Worker
Basic access for day-to-day team members. Workers can only see jobs assigned to them. They can create jobs, add line items, and track time, but cannot see prices, send quotes, manage invoices, delete jobs, or access settings. This is the default role for new team members.
3. Permissions breakdown
Here's exactly what each built-in role can and can't do:
| Permission | Admin | Leader | Worker |
|---|---|---|---|
See all jobs View every job in the company, not just assigned ones | |||
See prices View unit prices on items and line items | |||
Create and send quotes Toggle job type to Quote and send quotes to customers | |||
Manage invoices Complete jobs to create invoices, authorise and email invoices | |||
Delete jobs Delete jobs from the job list | |||
Invite users Generate invite links to add new team members | |||
Edit customers Create and edit customers in the customer picker | |||
Edit sites Create and edit sites (sub-customers) | |||
Edit item tags Set and change item tag values on jobs | |||
View reports Access the reports section | |||
Manage company settings Change company name, Xero invoice status, visibility, and other settings | |||
Manage Xero connection Connect, disconnect, and manage the Xero integration | |||
Manage roles Create, edit, and delete user roles |
Closed job visibility
These permissions control which completed jobs a user can see in the Completed tab, based on the invoice status in Xero:
| Permission | Admin | Leader | Worker |
|---|---|---|---|
| See closed jobs (Draft) | |||
| See closed jobs (Authorised) | |||
| See closed jobs (Sent) | |||
| See closed jobs (Paid) |
Customer and item list access
In addition to the toggle permissions above, each role also has Customer List Access and Item List Access settings:
- All — the user sees all customers/items (default for all built-in roles).
- Selected — the user only sees specific customers/items that an admin has chosen.
- None — the user sees no customers/items in the picker (or only the default customer, if one is set).
4. Custom roles
If the built-in roles don't fit your team structure, admins can create custom roles with any combination of permissions. For example:
- A "Senior Worker" who can see prices and delete jobs but can't access settings.
- A "Quoting Manager" who can send quotes and see all jobs but can't complete jobs as invoices.
- A "Site Supervisor" who can see all jobs and edit sites but can't invite users or manage roles.
To create a custom role, go to Settings → Roles and tap "Add Role". Give it a name, then toggle on the permissions you want. You can assign the new role to team members from the Team Members screen.
5. Inviting team members
To add someone to your company, go to Settings → Team Members and tap "Invite". This generates a shareable invite link.
Send the link to your team member — when they tap it, the app opens and walks them through creating an account. They can sign up with email, Google, or Apple ID.
- Invite links expire after 7 days. You can create new ones at any time.
- New members are assigned the default role (Worker, unless you've changed it).
- Each member uses one seat from your subscription. See Pricing for seat limits.
6. Changing a member's role
Admins can change any team member's role from Settings → Team Members. Tap on a member, then select a new role. The change takes effect immediately.
You can also disable a team member from the same screen. Disabled members can no longer log in or access the app. Their seat is freed up immediately. You can re-enable them at any time.
7. Job assignments
Roles control what a user can do. Assignments control what a user sees.
Users with the "See all jobs" permission (Admins and Team Leaders by default) can see every job in the company. Users without it (Workers by default) only see jobs that have been specifically assigned to them.
Assignments are managed from the job detail screen — tap the assignees section to add or remove team members. A job can be assigned to multiple members.
