What each role can do
Each role comes with a starting set of permissions. Owners and admins can tweak individual permissions for any person whose job sits between two roles.
The six roles at a glance
Section titled “The six roles at a glance”| Role | What they can do by default |
|---|---|
| Owner | Everything. Manages billing, users, integrations, all reports, settings. The owner account can’t be deleted from the Users page. |
| Admin | Everything an Owner can do, including billing. Most multi-owner shops use Admin instead of adding extra owners. |
| Manager | Runs the dashboard day-to-day — sales, reports, work-order approval, calendar, profit and cost data, integrations setup. Cannot invite users or touch billing by default. |
| Service Advisor | Works the sales and reports pages, sees the calendar, manages drop-off and portal settings. Cannot approve work orders, see cost or margin data, manage users, or change billing. |
| Technician | Sees the Overview, TRACS Extended, Feature Requests, and Support pages. No reports, no sales, no settings. |
| Member | Sees only the TRACS Extended page. Use this for back-shop or part-time access where the user only needs the basics. |
Where reports access lives
Section titled “Where reports access lives”Owners, Admins, Managers, and Service Advisors get all reports by default — sales, profit, technician productivity, WIP aging, the works. Technicians and Members do not see reports at all.
If you want a Service Advisor to keep reports but hide profit margins, that’s done with custom permissions (see below).
Approving work orders
Section titled “Approving work orders”Only Owners, Admins, and Managers can approve work orders by default. Service Advisors cannot — even though they’re the ones who usually talk to customers about approvals. If your service advisors should be approving work orders directly in the dashboard, turn on approve_work_orders for them under custom permissions.
Custom permissions
Section titled “Custom permissions”The role is the starting point. Once you’ve assigned someone a role, you can flip individual permissions on or off for that person — without changing what the role does for everyone else.
Common adjustments:
- A Service Advisor who handles approvals → turn on Approve work orders.
- A Manager who also handles invoices → turn on Manage billing.
- A senior Technician who reads the WIP report each morning → turn on the specific reports they need.
Keep it simple
Section titled “Keep it simple”Start with the role that’s closest to the job. Adjust only the permissions that genuinely need to differ. That keeps the picture clean when you do an audit later, and makes it easier to see at a glance who can do what.