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

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

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
• 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.

Changing permissions for a user

To change permissions for an employee:

1. First log into SortScape as a user with the “administrator” role.

2. Click on the dropdown in the upper right hand corner of the screen and select “manage employees”

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

   

4. In the “Permissions” column, click on the pencil for the user. ​

   

5. Select the role you want to give the user from the select box and click the “Update” button.