Understanding Users in Site Service Pro

Site Service Pro has a flexible user management system that lets you control who can access your system and what they can do. This guide explains the difference between global users and project team members, and how to set up permissions at both levels.

Two Types of User Access

1. Global Users (System-Wide Access)

Global users are people who have a user account in your Site Service Pro system. They can log in, access the application, and work across multiple projects based on their permissions.

When to create a global user:

• Employees who need to log in to the system
• Office staff who manage multiple projects
• Managers who need oversight across the organization

2. Project Team Members (Project-Specific Access)

Project team members are assigned to specific projects and may or may not have a global user account. You can add someone as a team member using just their email address, even if they don't have a user account yet.

When to add project team members:

• Field workers assigned to a specific job
• Subcontractors who only need access to one project
• Temporary workers or consultants

Creating Global Users

Step 1: Navigate to User Management

1. Click Users in the left navigation menu
2. Click the Add User button in the top right

Step 2: Fill in User Information

• Email Address (required): The user's email for login
• First Name and Last Name (required): The user's name
• Phone Number (optional): Contact phone
• Classification (recommended): Select a classification to automatically set permissions

Step 3: Set the User's Role

Choose one of three system roles:

Step 4: Configure Global Permissions

If you selected Employee role and didn't choose a classification, you can manually configure permissions:

Project Permissions:

• ✅ Can View All Projects
• ✅ Can View All Clients
• ✅ Can Edit Projects
• ✅ Can Delete Projects

Timesheet Permissions:

• ✅ Can Approve Timesheets
• ✅ Can Edit Any Timesheet
• ✅ Can Delete Timesheets

Document Permissions:

• ✅ Can View All Documents
• ✅ Can Upload Documents
• ✅ Can Delete Documents

Financial Permissions:

• ✅ Can View Costs
• ✅ Can View Job Costing
• ✅ Can View Invoices
• ✅ Can Create Invoices
• ✅ Can Edit Invoices

Report Permissions:

• ✅ Can View Reports
• ✅ Can Export Reports

Administrative Permissions:

• ✅ Can Manage Users
• ✅ Can Manage Equipment
• ✅ Can Manage Classifications
• ✅ Can Manage Settings

Understanding Classifications

Classifications are permission templates that make it easy to set up new users. Instead of checking individual permissions, you can assign a classification that automatically grants the appropriate permissions.

Default Classifications

Creating Custom Classifications

1. Go to Settings → Classifications
2. Click Add Classification
3. Enter a name and description
4. Check the permissions this classification should grant
5. Click Save

Tip: Create classifications that match your organization's job roles. When you hire someone new, just select their classification and they'll have the right permissions automatically.

Adding Project Team Members

Team members are added at the project level. This allows you to control who can access each specific project.

Step 1: Open the Project

1. Navigate to Projects
2. Click on the project you want to manage
3. Click the Team tab

Step 2: Add a Team Member

1. Click Assign User
2. Select an existing user OR enter an email address for someone not in the system
3. Choose their Project Role:
   • Project Manager - Full project access
   • Foreman - Operational access, can create timesheets
   • Worker - Basic access, can log time
   • Viewer - Read-only access

Step 3: Set Project-Specific Permissions

You can customize permissions for this user on this specific project:

Timesheet Permissions:

• ✅ Can View Timesheets
• ✅ Can Create Timesheets
• ✅ Can Edit Timesheets
• ✅ Can Approve Timesheets

Document Permissions:

• ✅ Can View Documents
• ✅ Can Upload Documents
• ✅ Can Delete Documents

RFI Permissions:

• ✅ Can Create RFIs
• ✅ Can Respond to RFIs

Financial Permissions:

• ✅ Can View Costs
• ✅ Can Edit Project
• ✅ Can Manage Team

Advanced Access:

• ✅ Can View Job Costing
• ✅ Can View Invoices
• ✅ Can View Reports
• ✅ Can View Forecasting
• ✅ Can View/Manage Project Expenses
• ✅ Can Export Data

Using Placeholder Emails

If you need to add someone who doesn't have a user account yet, you can enter their email address when assigning them to a project. They'll receive an invitation to create an account when they first try to access the system.

How Permissions Work Together

Site Service Pro uses a layered permission system:

1. System Role (highest level) - SystemAdmin and Admin have broad access
2. Global Permissions - What the user can do across all projects
3. Project Permissions - What the user can do on a specific project

Permission Resolution

When checking if a user can perform an action:

• If they have the global permission AND "Can View All Projects", they can do it anywhere
• If they have the project-level permission for a specific project, they can do it there
• The system uses OR logic - having either permission grants access

Example Scenarios

Scenario 1: Office Manager

• Role: Admin
• Result: Can access everything without needing individual permissions

Scenario 2: Project Manager for Project A

• Role: Employee
• Global: Can View All Clients (checked)
• Project A: Full permissions assigned
• Project B: No assignment
• Result: Can see all clients, full access to Project A, no access to Project B

Scenario 3: Field Worker

• Role: Employee
• Classification: Field Worker
• Project A: Assigned as Worker
• Result: Can only access Project A with limited permissions

Best Practices

For Small Teams

• Use Admin role for managers who need flexibility
• Use Classifications for standard employees
• Assign team members to projects as needed

For Large Organizations

• Create custom classifications matching your org chart
• Use project roles consistently across projects
• Grant "Can View All Projects" sparingly - only for people who truly need it

Security Tips

• Regularly review user permissions
• Remove team members from completed projects
• Use the Viewer role for people who only need to see information
• Disable users who leave the company rather than deleting them

Quick Reference

Need Help?

If you have questions about setting up users or permissions, contact our support team or check out these related articles:

• Creating Projects
• Managing Timesheets
• Understanding Roles and Permissions