With Roles & Permissions, you can:
Assign predefined roles when inviting team members
Create custom roles tailored to your business
Control who can view, edit, or delete specific features
Restrict project visibility to only assigned projects
Provide read-only access where editing is not allowed
Admins remain in full control of company-wide settings and finances.
Default Roles
By default, Handoff includes four roles:
Admin
Project Manager
Sales Rep / Estimator
Field Crew
Each user has one global role, which determines:
What features they can access
What actions they can perform
Which projects they can see
Admins can edit permissions or create additional custom roles.
How Project Visibility Works
Admins can see all projects and clients.
Non-admin users can only see projects they are assigned to.
If a user has not been assigned to any projects, they will see a clear empty state instead of viewing everything.
If access is removed while someone is inside a project, they will be redirected automatically.
Permission Controls
Permissions are organized by feature category. For each category, you can control whether a role can:
View — See the feature/module
Edit — Create or modify items
Delete — Remove items
Create access is included within edit permissions.
Permission Categories Include:
Projects
Estimates, Proposals, Change Orders
Documents
Files
Invoices
Clients
AI Settings
Company / Account Settings
This allows you to create focused experiences such as:
Field crews who can work with documents but not see invoices
Sales reps who manage estimates but cannot change company settings
Project managers who run jobs without accessing financial controls
How to Manage Roles & Permissions
Step 1: Go to Settings
Navigate to Settings
Select Team & Account
Click Roles & Permissions
Step 2: Adjust an Existing Role
Select a role
Modify project visibility (All Projects or Assigned Only)
Adjust View, Edit, or Delete permissions
Save changes
Changes take effect immediately.
Step 3: Create a Custom Role (Optional)
Click Create Role
Name the role (e.g., Designer, Assistant PM, Estimating Assistant)
Select project visibility
Configure permission categories
Save
Custom roles give you flexibility based on your team structure.
Step 4: Invite a Team Member
Go to Team Members
Click Invite
Enter name and email
Assign a role before sending the invite
You can change a user’s role at any time from the Team Members screen.
Role-Based Experiences
Users will see a version of Handoff tailored to their role.
If edit access is not granted:
The UI becomes read-only
Restricted buttons are hidden
Financial or sensitive information is not exposed
This prevents accidental changes and keeps views clean and relevant.
AI Respects Permissions
AI can only access data that the user has permission to view.
If a user asks for restricted information, AI will not return it.
This ensures sensitive pricing and financial information remains protected.
If you have questions about setting up roles or need help configuring permissions, please contact support at [email protected]