Roles and what each can do

ONYX1 enforces each role's limits on its server, not only by hiding menu items, so a person can't reach a page or an action by typing its address. The owner and admins set each person's role on Team.

The roles at a glance

• Owner: runs the business. Everything an admin can do, plus the plan, profit and a few decisions only an owner makes.
• Admin: runs ONYX1 for the owner: Settings, people, and everything dispatchers and office staff do.
• Dispatcher: the job loop at a desk, with access to standalone Checks and its submitted history. Office: the job loop at a desk, without access to those standalone Checks pages.
• Site supervisor: runs the jobs and the crews on site, with no access to business-wide money data.
• Technician and Contractor: do the work on the jobs they're assigned to.

What only an owner can do

• see profit figures, such as each job's Profitability card and the Profit tile and Profit by job on Overview (Finances → Reports), and the Forecast page if your workspace has the Finances module
• change the plan
• open Settings → Features, which shows and hides features for the whole workspace
• approve a job's safety documents, when Owner approves safety documents before a job is scheduled is turned on in Settings → Security
• add another owner, or change an owner's role

What the owner and admins can do

• open Settings
• add people, change their roles and deactivate them
• keep each person's employee record and new-employee checklist
• use the Planner, a day-by-day and monthly schedule of every job on a desktop screen
• send a quote or invoice to the customer by hand with Email on its page
• read and write a job's private notes. Saving a changed, non-empty note notifies every other active owner or admin by in-app notification and email by default; field roles cannot read the note or its notification. If a recipient later becomes a field role or is deactivated, they cannot read the earlier notification and any queued email is skipped.
• archive customers, jobs, quotes and leads
• approve site reports
• download your data and photos from Settings → Exports
• see each person's pay, cost and charge rates

What the owner, admins, dispatchers and office staff can do

• write quotes and estimates, raise invoices and record payments. Selecting Mark as sent on a draft, or Share with customer on a draft quote, emails the customer automatically.
• add and edit customers
• open every customer's portfolio, including its quotes, invoices, customer purchase orders and purchases, and see what each customer owes. Dispatchers and office staff see a customer purchase order only when an invoice refers to it. See Find a customer's files in the portfolio.
• see job costs
• raise general purchase requests for the business or another active employee
• see everyone's timesheets, and approve other people's
• approve leave and crew purchases
• see general purchase requests and their costs and files
• attach a receipt and actual cost to an approved general purchase request
• read the audit log, and download it with Export CSV
• download the Xero and MYOB files from Overview's (Finances → Reports) Export menu, if your workspace has the Finances module
• keep the price book, from Finances → Price book if your workspace has the Finances module, or from the From price book picker on a quote. Dispatchers and office staff don't have Settings in their menu, and the rest of Settings stays with owners and admins.
• download the iPayroll file with Export to iPayroll (CSV) on Timesheets

Site supervisors

Site supervisors can:

• create, schedule and assign jobs, and move them through their statuses up to Completed
• see everyone on Team
• manage certifications, incidents, vehicles and inventory
• add and edit gear under Equipment, and record a Pre-use check or Interim check
• add photos and progress notes to any job at any time
• upload, replace and remove a job's SSSP and Rescue Plan, but not the documents under Other on the job's Safety documents card. See Job safety documents and owner approval.
• open every customer's portfolio, without the money folders, and download zips from it. In Forms and sign-off they see only their own forms plus the job's sign-offs.
• manage every task on the Task list: create, edit, assign, archive and delete any task, and remove anyone's comment or file on one

Site supervisors, technicians and contractors can raise a general purchase request for the business or themselves. They can read a request they raised or one where they are the named employee, including its costs and files. Only the owner can decide a general purchase request.

Site supervisors can't see quotes, invoices, business-wide job costs or pay rates, and can't move a job to Ready to invoice or Invoiced. They can't issue, reassign or retire someone else's gear, record a Detailed inspection or Certification, or see an item's full History (they see its Issue history). Their Home is the crew view: the clock, today's jobs and the week ahead.

Technicians and contractors

Technicians and contractors can:

• see the jobs they're assigned to
• clock in and out, and keep their own timesheet
• add photos and progress notes to a job while clocked in on it, or later the same day
• open the portfolio at /portfolio for the customers of their assigned jobs, and download single files from those jobs' case files (their own forms and incidents only).

Technicians and contractors can't:

• see jobs they aren't assigned to
• change a job's status. Clocking in on a Scheduled, Pending or Incomplete job moves it to On site by itself.
• see the customer list, quotes, invoices or business-wide job costs

When the work is done, a technician or contractor says so in a progress note on the job, and someone who manages jobs marks it Completed.

Technicians and contractors share assigned-job work, but only technicians can use standalone Checks marked visible to field staff. A technician can edit the tasks they wrote and a contractor can't, and unless their leave settings say otherwise, a contractor builds up no leave.

Extra page access

The owner or an admin can give a technician or contractor one or more of these pages: Incidents register, Compliance register, Leads / CRM, Equipment register, Vehicle register and Leave. On Team, select a page under Extra page access on that person's card to turn it on or off.

iPhone widgets

The ONYX1 clock field widget is assignment-scoped and is available to signed-in field users. Owners, admins, dispatchers and office staff can add ONYX1 approvals and ONYX1 quotes. Owners, admins and site supervisors can add ONYX1 incidents. Owners, admins, dispatchers, office staff and site supervisors can add ONYX1 today. Technicians and contractors do not receive these business widgets.

Widgets are read-only. The field widget ONYX1 clock opens Clock in/out at /time (with the assigned job in the job query when present). ONYX1 approvals opens Approvals at /approvals; ONYX1 today opens /work?view=list; ONYX1 incidents opens /incidents; and ONYX1 quotes opens Sales → Quotes at /sales?tab=quotes. Business widgets show Updated h:mm am/pm in New Zealand time and an explicit stale state when the snapshot is old; the field widget has no Updated footer and uses its stale view instead. The server omits a block the current role cannot see. Signing out or changing role clears the previous account's widget snapshot before the new one is written.

To add people and set their roles, see Add your team.