Managing employee permissions

Employees can be granted one of three types of permissions:

1. Administrator - only granted to certain employees. By default, the first user in your SortScape site is granted administrator permissions.
2. Employee - every employee created is given “employee” permissions by default. Employees can access most areas of the site except for administrative settings.
3. Contractor - contractors are limited access to just job runs screen. They are unable to access other parts of the application … just the visits for the day.

Restricted functions

The list below shows the functions that each role is allowed to perform:

Contractor

• Visits
  • View visits in job runs they are assigned to with the following caveats:
    • They cannot see ‘est value’, contact email or contact phone number
    • They cannot see visits more than a week old
  • Mark visits complete
  • Add time and materials to visit (cannot see dollar values)
  • Upload images and attachments
• Properties
  • No access – can only see properties on the job run
• Contacts
  • No access to contacts.
  • (Can only see contact name on the visit. Cannot see contact email or phone number on a visit.)
• Employees
  • No access
• Quotes
  • No access – can only see quote number on the visit
• Invoices
  • No access to invoices
• Issues
  • Create new issues on visits
  • Edit issues
  • Mark issues complete from visits
  • (Exception: Cannot assign issues to other staff)
• Access administration area
  • No access
• Customer Messages (SMS replies)
  • No access

Employee (same as contractor plus…)

• Visits
  • Add new visits
  • Edit visits
  • View daily/weekly/monthly schedule
  • Reschedule visits
  • Reorder visits
  • Route optimization
• Properties
  • Browse all properties
  • Search properties
  • Add new properties
  • Edit properties
  • Upload images and attachments
  • Delete attachments
• Contacts
  • Can see all contact details like phone number and emails
  • Search contacts
  • Add contacts
  • Edit contacts
• Employees
  • View and update employee roster
• Quotes
  • No access – can only see quote number on the visit
• Invoices
  • No access to invoices
• Issues
  • View all issues
• Access administration area
  • No access
• Customer Messages (SMS replies)
  • No access. Employees cannot view the SMS replies inbox. They may still receive email or push notifications when they are the person who originally sent the SMS (see Email and push notifications).

Administrator (same as employee plus…)

• Visits
  • Delete visits
  • View “Est value” *
  • View the dollar value of Materials *
• Properties
  • Deactivate/reactivate properties
  • Archive properties
  • Export properties
• Contacts
  • Archive contacts
  • Export contacts
• Employees
  • Create new employees
  • Edit employee information
  • Deactivate/reactivate employees
  • Deactivate employees
  • Change employee permissions
  • Export employees
  • Note – employees can edit their own basic information like phone number and email address
• Quotes
  • Create quotes
  • View quotes
• Invoices
  • Create invoices
  • View invoices
• Issues
  • Export issues
• Customer Messages (SMS replies)
  • Full access to view all customer SMS replies in the Customer Messages inbox
• Access administration area (Only administrators have access)
  • General settings screen
  • Manage users screen
  • Manage visit settings screen
  • Time and materials settings screen
  • Customer notifications screen
  • Issue settings screen
  • Manage integrations with Xero and QuickBooks Online * Note: By default, non-administrators cannot view financial information like the “Est value” of a visit or the dollar value of Materials.

Who can change permissions

Only administrators can change employee permissions. Employees and contractors cannot change anyone’s permissions — including their own — on the web or in the mobile app. If you are not an administrator, ask an administrator to make the change.

Changing permissions for a user

On the web

1. Log into SortScape as a user with the Administrator role.

2. Click the Settings icon (gear, top right), then open Company → Employees.

3. You will see a list of all employees. ​

   

4. In the Permissions column, click the pencil icon for the employee. ​

   

5. Select the role you want (Administrator, Employee, or Contractor) and click Update.

In the mobile app

Administrators can also change permissions from the SortScape mobile app:

1. Log in as an Administrator.
2. Open Settings → Employees.
3. Tap the employee’s name to open their profile.
4. Tap the pencil icon next to Permissions.
5. Select the role and tap Update.

On smaller screens, the Permissions column is hidden in the employee list — open the employee’s profile to change their role.

If Settings is restricted

If you see a message that settings can only be changed in a browser, sign in to SortScape at app.sortscape.com and follow the web steps above. This applies to accounts without a current license.