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Team Member Permissions: What Can I See & Do

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.png

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:

Permissions.png

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:

  1. 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.

  2. 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

 

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.

Editing_Team_Member_Permissions_and_Access.gif

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 iPhone_Blank.png 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 iPhone_Blank.png Notes
View Task Manager Any* Any *Limitations apply to editing, completing, and creating new tasks

 

 

Time Clock

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

 

Settings

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

 

Estimate

Permission Access iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png Notes
View Hours Any Some  

 

Specs & Selections

Permission Access iPhone_Blank.png 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 iPhone_Blank.png Notes
Send Messages Any Some  
Share Messages with Clients Any Some  
Move Messages Any Some  
Answer Client Questions Any Some  

 

To-dos

Permission Access iPhone_Blank.png Notes
Create/Edit To-dos Any Some  
Complete To-dos Any Some  
Delete To-dos Any Some  

 

Job Log

Permission Access iPhone_Blank.png 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 iPhone_Blank.png 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 iPhone_Blank.png 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. 

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