A role is a set of permissions that decides what a team member can see and change in Handoff. Every team member has one role, and Handoff starts you with four: Admin, Project Manager, Sales, and Field Crew.
Available on the Flex, Pro, Scale, and Business plans. Custom roles and changes to the Project Manager, Sales, and Field Crew roles are available on the Pro and Scale plans. You need permission to view Company settings to see roles, and to edit Company settings to change them. Works on desktop and in the mobile app.
The four default roles
Each default role starts with these settings. On the Pro and Scale plans, an admin can change them for every role except Admin.
Admin: full access to everything, including Company settings. The Admin role can't be edited or deleted.
Project Manager: full access to estimates, invoices, job costing, schedules, and documents. They can view and edit projects, daily logs, and clients. They have no access to Company settings.
Sales: full access to estimates and documents. They can view and edit projects, clients, schedules, tasks, and daily logs, and they can view invoices. They have no access to Company settings.
Field Crew: view projects, job costing, and schedules, and view and edit tasks and daily logs. They have full access to documents and files. They have no access to estimates, invoices, or clients.
Because only Admin has Company settings by default, only Admins see Team members and Roles & permissions in Settings.
What each permission controls
Each permission area has up to three switches: View, Edit, and Delete. Edit includes creating new items. Turning on Edit or Delete also turns on View, and turning off View turns off the other two.
The permission areas are:
Projects: View is always on.
Estimates, proposals, & change orders
Job Costing
Schedules: includes a Schedule access choice of All phases and events or Assigned to them.
Tasks: includes a Task access choice of All tasks or Assigned to them.
Daily logs
Documents
Files
Invoices and payments
Clients
AI settings
Company settings: company details, supplier pricing, payments and integrations, team members and permissions, subscriptions, and projects board setup.
Follow-up reminders
Project access, AI chat access, and time tracking
Each role also has a Project access setting. All projects lets the role see every project. Projects they've been invited to limits the role to projects the person is added to.
The AI chat access setting controls which Handy (Handoff's AI assistant) chats a person can see. Only their own chats keeps chats private. All company chats shares them across the company.
The Time tracking card has one checkbox, Review crew timesheet entries and clock-in/out times. It gives the role full access to timesheet entries. For more, see How time tracking works.
Create or edit a custom role
Open Settings. On desktop, select your company logo and name at the bottom left, then select Settings. In the mobile app, select the button at the top left that shows your logo or business initials, then select Settings.
Select Team & Account > Roles & permissions.
On desktop, select New. In the mobile app, select Create role. To change an existing role, select Edit from its three-dot menu instead.
Enter a Role name and choose the settings above.
The role saves automatically, and there is no save button. A message such as Role created successfully confirms it.
To start from an existing role, select Duplicate in its three-dot menu. To give the role to people, open the role and select Assign users, or choose it in the Role field when you invite someone. You can't delete a role that still has people in it.
On plans without custom roles, the Roles screen is view only.