Set up your team for success in CoConstruct by providing them with the necessary access and permissions based on their role and job in your organization. Each team member interacts with CoConstruct based on TWO types of settings -- certain levels of access plus various permissions.

Project Access = Which projects added to your CoConstruct account a team member is able to open and view. Access ranges from allowing a team member to see:

ALL projects added to the account
Just SOME projects you identify are important for them to see
NO projects at all

Permissions = What actions, functions, or features in the CoConstruct platform a team member is permitted to interact with and at what level. Allow team members to interact with certain areas of the system by selecting from the list provided:

Schedule

View - By default, any team member will be able to view published schedules depending on the projects they have access to.
Can also mark tasks complete - Allows your team member mark tasks on the schedule as complete from the Field Update View or Mobile App.
Edit - Allows your team member to have access to edit things on your schedule. Examples: adjust dates, add notes, adjust time allotted per task.

Time Clock

View - By default, any team member will be able to utilize the time clock to clock-in / out as well as edit their own time entries.
Manage team member time clock entries - Allows your team member to view and edit other team members time clock entries.

Contacts and Leads

View - Allows your team member to view the Contacts section as well as your Leads section to access contact information.
Edit - Allows your team member to edit contact and lead information in the Contacts section as well as the Leads section.

General Financials

View - Allows your team member to view the Bids, Budgets, Change Orders, Invoices, Proposals, and Purchase Orders. *Note: If you grant the View permission, this will also allow the team member to see total prices and all costs on the Specs & Selections page.
Edit - Allows your team member to access the Estimate page as well as edit any financial data. *Note: If you grant the Edit permission, this will also allow the team member to make choices on behalf of clients from the Specs & Selections page as well as Edit the Specs & Selections page

Specs & Selections

View - By default, any team member will be able to view the Specs & Selections. However they will not see any financial costs.
Can also see total prices - Allows your team member to see the total cost of each item and category.
Can also see all costs - Allows your team member to see the individual cost lines broken down on an item as well as any markups / margins.
Can also make choices on behalf of clients - Allows your team member to click “Make Choice” and choose selection items for your client.
Edit - Allows your team member to edit any spec or selection. This includes the financial data, the specifications, and the notes. *Note: If you grand the Edit permission, this will also allow the team member to make choices on behalf of clients

Other

Can preview Client Side experience - This allows your team member to click the eye icon at the top right and view the project from the perspective of the client.
Can update Templates - This allows your team member to edit any Spec & Selection template.
Can access Performance View - If you have the Performance View enabled on your account, this employee can view that information

Need a team member to access everything, including certain settings and accounting details? Add them as an Admin user.

WHICH PERMISSIONS WORK BEST?

To guide you in deciding which settings are right for which team members, think first about what actions a team member may be required to perform. Pick from the list below to see which access and permissions allow ("✓") or dis-allow ("X") certain functions in those areas of the system. OR view the full chart of permissions.

Important Rules to Remember:

Permission Prerequisites = Some of these permissions operate on levels with prerequisites. For example, in order to make Edits to certain information, a team member must first be able to View the information. The table provided below states the minimum required for the setting/area. Any team member set as an Admin user has access to all settings and functions.
Mobile App Access = Some actions simultaneously appear on the mobile app of CoConstruct. Note which functions exist for the indicated column. note that in some scenarios, permissions differ in the mobile app to better reflect field requirements and needs.

Actions/Functions

General Account + Cross-Project + Pre-Project	Financials	Project Management
View critical operations insights Customize settings and account defaults Add Team Members Manage individual notification and alert settings Manage multiple project timelines and resources Record working hours Manage the sales pipeline Organize and track company and trade partner costs Generate reports Integrate with an accounting software Setup to receive electronic payments on client invoices Setup and create projects	Create client proposals/contracts to win a job Manage bids (i.e. quotes) from subs, trades, and vendors Organize project scope of work Document and track client selections Capture changes to the scope of work Commit subs, trades, and vendors to certain costs Document variations to project materials and costs Understand project job costs and track your budget Request payment from clients	Manage project scope of work and client selections Organize project timelines Communicate work to team members and trades Track hourly employee time vs estimated time Manage ad-hoc project tasks Document jobsite progress Store important project files and photos Communicate with clients Track warranty items

PERMISSIONS & ACCESS CHART

Use the below to decide which permissions and access to provide your team for the full website and mobile app. Adjust any permissions when adding new team members from Contacts > Team Members OR an existing team member by using the Edit function from the ellipse menu.

Account Wide & Cross-Project

The minimum permission and access settings required to perform general account actions, access cross-project information, and conduct pre-project tasks.

Performance View	Permission	Access		Notes
View Performance View*	Can access Performance View	Any	✓	*Performance View is a paid add-on and must be added by CoConstruct Support and turned on for the first user

Task Manager	Permission	Access		Notes
View Task Manager	Any*	Any	✓	*Limitations apply to editing, completing, and creating new tasks

Time Clock	Permission	Access		Notes
Clock In/Out	Any	Any*	✓	All or None project access provides the full list of Prospect, Active, and Warranty projects to record time. Some* project access limits available projects.
Add Time	Any	Any*	✓
Export	Manage team member time clock entries	All	X
Approve/Void Time	Manage team member time clock entries	All	X
View ALL Entries for ALL Users	Manage team member time clock entries	All	✓
Edit Time	Any*	Any	✓	*CoConstruct keeps an historical record of all changes made to time entries
Push to QuickBooks	Manage team member time clock entries	All	✓

Contacts + Leads	Permission	Access		Notes
View/Search/Filter Contacts	View Contacts and Leads	Any	✓
Import/Create New Contacts	View Contacts and Leads	Any	✓*	Add new contacts/leads from the mobile app under Contacts*
View Individual Records	View Contacts and Leads	Any	✓
Edit Contacts/Lead Details	Edit Contacts and Leads	Any	✓
Delete Contact/Lead	Admin*	All	X	*This can only be done by Admin users
Add/Edit Activities	Edit Contacts and Leads	Any	X
Assign to/Complete Activities	Edit Contacts and Leads	Any	✓*	See and complete these under Tasks*. Editing done on full site
Team Members	Admin*	All	X	*Only admin users can view, add, or edit team member users
View Trade Partners	Any	Any	✓*	*View as part of larger contact list or filter by contact type
Add New Trade Partners	Any*	Any	X	*Limitations apply to providing trade partners web access
Give Trade Partners Web Access	Any*	Some**	X	Only Admins can remove trades from projects *Project access limits ability to give trades access to all projects
Edit/Delete Trade Partners*	Edit Contacts and Leads	Any	X	*Limitations apply to fully deleting trade partners in order to maintain a record of actions and communications

Templates	Permission	Access		Notes
View Cost Catalog	View General Financials	Any	X
Add to Cost Catalog	Edit General Financials	Any	X
Update Costs to Projects	Edit General Financials	Some*	X	*Updating costs on Projects requires access to those projects
Update Costs to Templates	Edit General Financials + Can update Templates*	Any	X	*Both must be present
View Specs & Selections Templates	Any*	Any	X	User will need Can also see total prices* and/or Can also see all costs permissions to see costs on templates
Edit Specs & Selections Templates*	Edit General Financials + Can update Templates**	Any	X	Editing items, parameters, markup configurations, etc. *Both must be present
Add New Specs & Selections Template	Any	Any*	X	*Requires access to a project to create a template from it
View Proposal Templates	View General Financials + Can update Templates*	Any	X	*Both must be present
Create & Edit Proposal Templates		Any	X
Save & Preview Proposal Templates		Any	X
Delete Proposal Template	Admin	All	X
View Schedule Templates	Can update Templates	Any	X
Edit Schedule Templates	Edit Schedules + Can update Templates*	Any	X	*Both must be present
Add/Copy/Rename/Delete Schedule Templates	Can update Templates	Any*	X	*Requires access to a project to create a template from it

Reports	Permission	Access		Notes
Run Reports	*All	Any*	X	*Access to certain reports dependent on permissions and project access

Settings	Permission	Access		Notes
Personal*	All	Any	X	*This setting lives under the user's name
Account > Team Members	Admin	All	X
Warranty Request Sublists	All	Any	X
Files/Photos Labels	All	Any	X
Job Log Flags	Admin	All	X
Contacts & Project Groups	Admin	All	X
Other Settings	View General Financials	Any*	X	*Team member ability to download project data dependent on their project access
Custom Branding	Admin	All	X
Scheduling	Can update Templates	Any	X
Estimating	View General Financials*	Any	X	View can only see the page but requires Edit General Financials* to make any changes
Accounting	Admin	All	X
Trade Partners	Admin	All	X
Holidays	Edit Schedules	Any	X
Lead Intake Form	All	Any	X

Community

Permission

Access

Notes

Access Community Forum

Can update Templates

Edit General Financials

Manage team member time clock entries

Admin

Any

✓

Must have at least one of the 4 listed permissions to have access to the Community Forum

Projects	Permission	Access*		Notes
Add a project	Any	Some	X
Edit Project Name + Location	Any	Some	X
Change Project Phase	Any	Some	X
Adjust Financial Structure	Admin*	All	X	*While any user can set up financial structure, only Admins can change this setting once the project is created
Change Update Clearer	Any	Some	X
Add Builders to Project	Admin	All	X
Add Trade Partners to Project	Any	Some	X
Add Clients to Project*	Edit Contacts and Leads	Some	X	*User would have to have access to the project in order to add a client to the project
Determine Client Access	Any*	Some	X	*Non-Admin users can disable budget access BUT only Admins can enable/re-enable client access to the budget
Setup + Edit Client Alerts	Edit Contacts and Leads	Some	X
Preview Client Side*	Can preview Client Side experience	Some	X	*Includes using eyeball icon on project
Link Project to QuickBooks	Admin	All	X
Change Default Financial Labels	Any	Some	X

*In most cases, creating or editing project information requires access to that particular project or some projects.

Project Financials

The minimum permission and access settings required to view, create, edit, and share project financial details. Note that access to the individual project is required to complete any actions or view data.

Summary	Permission	Access		Notes
View	Any*	Some	✓	*Level of pricing detail dependent on permissions
Sync Data	Edit General Financials	Some	X

Estimate	Permission	Access		Notes
View Estimate	Edit General Financials	Some	X
Add/Edit Items	Edit General Financials	Some	X
Copy Items to Template	Edit General Financials + Can update Templates*	Some	X	*Both must be present
Configure Markup, Margin & Tax	Edit General Financials	Some	X
Export to QuickBooks	Edit General Financials	Some	X

Proposals	Permission	Access		Notes
View Proposals	View General Financials	Some	X
Create/Copy Proposals	View General Financials	Some	X
Send Proposals	View General Financials	Some	X
Delete Proposals	View General Financials	Some	X
Navigate to Proposal Templates	View General Financials + Can update Templates*	Some	X	*Both must be present

Bids	Permission	Access		Notes
View Bids	View General Financials	Some	X
Create/Edit Bid Requests	View General Financials	Some	X
Award Bids	View General Financials	Some	X
Push Bids to Estimate	Edit General Financials	Some	X
Cancel Bid Request	View General Financials	Some	X

Purchase Orders	Permission	Access		Notes
View Purchase Orders	View General Financials	Some	✓
Create/Edit Purchase Orders	Edit General Financials	Some	✓*	Team members with View General Financials* can create and edit these from the mobile app and save it as a draft
Release Purchase Orders	Edit General Financials	Some	✓*	Requires minimum of Edit General Financials* to release from the mobile app
Add Payments	Edit General Financials	Some	X
Add Bills	Edit General Financials	Some	X
Push Bills to QuickBooks	Admin*	All	X	To push bills manually, the user must be an admin. If the admin sets up the bill to push to QuickBooks when marked as paid, the user only needs a minimum of Edit General Financials*
Revert Purchase Order to Draft	Edit General Financials	Some	X
Receive Purchase Order Notifications	View General Financials	Some	N/A

Change Orders	Permission	Access		Notes
Create/Edit Change Orders	Edit General Financials	Some	✓
View Change Orders	Any*	Some	✓	Must have View General Financials* in order to view the costs on a Change Order
Void Change Orders	Edit General Financials	Some	X
Sync with QuickBooks	Edit General Financials	Some	X

Budget	Permission	Access		Notes
View Budget	View General Financials	Some	✓
Export	View General Financials	Some	X
Sync with QuickBooks	Admin	All	X
Enter Actuals	Edit General Financials	Some	X
Add Notes	Edit General Financials	Some	X

Invoices	Permission	Access		Notes
View Invoices	View General Financials	Some	X
Create/Edit Invoices	Edit General Financials	Some	X
Enable Payments on Invoices	Admin	All	X
Void Invoices	Edit General Financials	Some	X
Resend Invoices	View General Financials	Some	X
Push to QuickBooks	Admin*	All	X	To push invoices manually, the user must be an admin. If the admin sets up the invoice to push to QuickBooks when released, the user only needs a minimum of Edit General Financials*

Project Management

The minimum permission and access settings required to view, create, edit, and share project schedules, tasks, comments, messages, and more. Note that access to the individual project is required to complete any actions or view data.

Schedule	Permission	Access		Notes
View Schedule (all views)	Any	Some	✓*	*A list and calendar views are available in mobile
Complete Tasks*	Can also mark tasks complete	Some	✓	Users with Can also mark tasks complete* but not Edit can only complete tasks from the Field Update View or Mobile App
View Task Details	Any	Some	✓
Add/View Comments	Any	Some	✓
Create/Edit Tasks*	Edit Schedules	Some	✓	*Includes assigning users to tasks
Copy from Template	Edit Schedules	Some	X
Set Baseline	Any	Some	X

Hours	Permission	Access		Notes
View Hours	Any	Some	✓

Specs & Selections	Permission	Access		Notes
View Scope of Work*	Any	Some	✓	*Refers to seeing Specification, Client Notes, and Trade Partner Notes text fields
View Spec & Selection Items with Budget	*Can also see total prices + Can also see all costs	Some	✓	* One or Both must be present in order to see specific level of financial breakdown
Add/Edit Items	Edit Specs & Selections	Some	X*	*Can add photos to items on the mobile app
Delete Items*	Edit Specs & Selections	Some	X	*Delete only available in the absence of decisions, change orders, or a history of selections being made
Make Choices	Can also make choices on behalf of customers	Some	✓
Update Item Status	Can also make choices on behalf of customers	Some	X
View/Add Comments	Any	Some	✓
View Change Log	Can also see total prices	Some	X

Message + Questions	Permission	Access		Notes
Send Messages	Any	Some	✓
Share Messages with Clients	Any	Some	✓
Move Messages	Any	Some	✓
Answer Client Questions	Any	Some	✓

To-dos	Permission	Access		Notes
Create/Edit To-dos	Any	Some	✓
Complete To-dos	Any	Some	✓
Delete To-dos	Any	Some	✓

Job Log	Permission	Access		Notes
View Job Log Entries	Any	Some	✓*	*Only view entries in the last 15 days
Add/Edit Job Log Entries	Any	Some	✓*	*Unable to edit existing notes
Share Entries with Clients	Any	Some	✓

Files + Photos	Permission	Access		Notes
Upload Files + Photos	Any*	Some	✓**	Must have View General Financials* to upload to Bids and Edit General Financials to upload to Purchase Orders and Invoices **Only upload photos
Label & Describe	Any*	Some	✓**	Must have View General Financials* to label/describe photos attached to Bids, Purchase Orders, and Invoices **Upon upload, use full web to edit
Share with Clients and Trade Partners	Any*	Some	✓**	Must have Edit General Financials* to change visibility on Purchase Orders and Invoices **Upon upload only, use full web to change
Delete*	Any	Some	X	Only team members with Can preview Client Side experience* can delete client uploaded files/photos

Warranty	Permission	Access		Notes
Create/Edit Warranty Requests	Any	Some	✓
Complete Warranty Requests	Any	Some	✓
Accept as Warranty	Any	Some	✓
Decline as Warranty	Any	Some	X
Verify Warranty Request	Any	Some	X
Delete Warranty Request	Any	Some	X

*Note: Not all features are available on all CoConstruct plans.

WHICH PERMISSIONS WORK BEST?

Important Rules to Remember:

Actions/Functions

PERMISSIONS & ACCESS CHART

Account Wide & Cross-Project

Performance View

Task Manager

Time Clock

Contacts + Leads

Templates

Reports

Settings

Community

Projects

Project Financials

Summary

Estimate

Proposals

Bids

Purchase Orders

Change Orders

Budget

Invoices

Project Management

Schedule

Hours

Specs & Selections

Message + Questions

To-dos

Job Log

Files + Photos

Warranty