Roles

The five roles in FSMCore, what each one sees and may do in the office, the crew app and the books, and how a role differs from the engagement type.

What it is for

A role decides what a person can see and do in your company. Every company has the same five roles: Owner, Admin, Supervisor, Crew and Accountant.

A person can hold more than one role. Roles are set per company: someone who works for two companies on FSMCore has separate roles in each.

How a person is paid is a separate setting, the Engagement type. See Role and engagement type.

Who can use it

Owners and admins give and take roles, on the person's form in Settings > Users. An admin can do everything an owner can, including giving or taking the owner role.

Change a person's roles

Open Settings > Users.
Open the ⋮ menu on the person's row and press Edit.
In the Membership section tick or untick the Roles.
Press Save changes.

The change applies from the person's next page. Changing roles never sends an email.

The roles

Owner

Runs the company. Sees and does everything in the office and can open the books. Must use two-factor sign-in.

Admin

Runs FSMCore for the company. An admin has every right an owner has. There is nothing in FSMCore that only an owner can do. The person who signs a company up starts as admin.

Owners and admins get the company's security and billing bell messages, for example Many failed sign-ins.

Admins must use two-factor sign-in.

Supervisor

Runs the work on site from the office area. A supervisor sees the Dashboard, Calendar, Events, the AI assistant, Clients, Sites, Jobs, Snags and Crew Time. A supervisor can deploy crew, approve or reject hours, and close, reopen or mark a snag as not ours.

A supervisor does not see estimates, invoices, crew invoices, job margins, job costs, cost allocation or any Settings page.

Crew

Works on site and uses the crew app. Crew see their week, their jobs, the company's jobs and their snags. What else they see depends on their engagement type: employees and subcontractors can log hours, and subcontractors can send crew invoices.

Accountant

Reads the books. An accountant sees the company's client invoices, crew invoices, hour logs, RCT credits and reallocated costs, and can download them. The only thing an accountant can change is the category of an invoice.

Which area each role opens

Role	The office (/admin)	The crew app (/app)	The books (/books)
Owner	Yes	No	Yes
Admin	Yes	No	Yes
Supervisor	Yes	No	No
Crew	No	Yes	No
Accountant	No	No	Yes

To use the crew app, an owner, admin or supervisor needs the Crew role as well.

An archived person cannot open any area, whatever their roles.

Several roles

Tick every role that fits. Common cases:

An owner who also works on the tools: Owner and Crew.
A supervisor who logs their own hours: Supervisor and Crew.
An office admin who is also the bookkeeper needs only Admin: admins can open the books.

A person with no role cannot sign in to any area and cannot be invited.

The office, role by role

Some menu items appear only when a feature is switched on for the company. That is noted in the last column. The group named Crew, and words like VAT or Subcontractor, may read differently in your company: they follow your country and Settings > Wording.

Menu item	Owner	Admin	Supervisor	Notes
Dashboard	Yes	Yes	Yes	A supervisor sees only the This week calendar. The number cards, charts and lists are for owners and admins.
Calendar	Yes	Yes	Yes
Events	Yes	Yes	Yes	Only an owner or admin can set an event for another person. A supervisor's events are their own.
AI assistant	Yes	Yes	Yes	Needs the AI feature. The assistant can only do what the signed-in person can do.
Operations: Clients	Yes	Yes	Yes	Only an owner or admin can archive a client, restore it from the archive, or delete a deleted client for good (Force delete).
Operations: Sites	Yes	Yes	Yes	Only an owner or admin can record the RCT SIN (needs the RCT feature) or delete a deleted site for good (Force delete).
Operations: Jobs	Yes	Yes	Yes	Supervisors can deploy crew. Only an owner or admin sees the margin and job costs (needs job margins) and can create an invoice or a crew invoice from a job.
Operations: Snags	Yes	Yes	Yes	Needs the snagging feature. All three can close, reopen or mark a snag as not ours. Only an owner or admin can archive a snag or restore one.
Sales: Estimates	Yes	Yes	No
Sales: Invoices	Yes	Yes	No	Includes issuing, sending, voiding and payments.
Crew: Crew Time	Yes	Yes	Yes	Needs time tracking. All three can approve and reject hours.
Crew: Crew Invoices	Yes	Yes	No
Crew: Allocate costs	Yes	Yes	No	Needs job margins.
Crew: Reallocated costs	Yes	Yes	No	Needs job margins.
Settings: Company	Yes	Yes	No
Settings: Wording	Yes	Yes	No
Settings: Price list	Yes	Yes	No
Settings: Suppliers	Yes	Yes	No
Settings: Users	Yes	Yes	No
Settings: AI setup	Yes	Yes	No	Shown in the menu while the AI feature is on.
Settings: Storage	Yes	Yes	No
Settings: Tax rates	Yes	Yes	No
Settings: Document numbering	Yes	Yes	No
Settings: API	Yes	Yes	No
Settings: Export	Yes	Yes	No
Settings: Billing	Yes	Yes	No

Crew and accountants cannot open the office at all.

The crew app, by engagement type

Everyone with the Crew role can open the crew app. What they see there depends on their engagement type, not on any other role.

Menu item	Who sees it
This week	Every crew member
My Jobs	Every crew member
All company jobs	Every crew member
My snags	Every crew member, when the snagging feature is on
Log hours	Crew whose engagement type is Employee or Subcontractor, when time tracking is on
My invoices	Crew whose engagement type is Subcontractor
My business details	Crew whose engagement type is Subcontractor

Crew cannot create jobs. A crew member can change or delete only their own hours while they are draft or rejected, and only their own crew invoices: change while draft or rejected, delete while draft.

The books

Accountants, owners and admins can open the books. Everything there is read only: nothing can be created.

Menu item	Shown when
Client invoices	Always
Crew invoices	Always
Hour logs	Time tracking is on
RCT credits	The RCT feature is on
Reallocated costs	Job margins are on

The one change allowed in the books is the category of a client invoice or a crew invoice. A void invoice cannot be recategorised.

Role and engagement type

These are two different things. Do not mix them up.

Role is about access: which screens the person opens and what they may do.
Engagement type is about pay: Employee, Subcontractor, or empty, which shows as Not applicable.

Any role can have any engagement type. An owner or admin who is on the payroll can be an Employee with an hourly cost.

What the engagement type decides:

Employee: logs hours in the crew app. Their approved hours count as a job cost at their Full hourly cost.
Subcontractor: logs hours and sends crew invoices from the crew app. Has business details and their own invoice numbering.
Not applicable: neither. Right for an accountant or an office admin who is not paid through jobs.

Only a person whose engagement type is Subcontractor can send crew invoices. Logging hours in the crew app needs the Crew role and an engagement type.

In the Users list, the Engagement column shows Not set in amber for a person with no engagement type who holds a role that goes on site. That person can neither log hours nor invoice until you choose one.

Who shows in crew pickers

When you assign workers to a job or deploy crew, the picker lists the company's people who are not archived, except people who are office only. Office only means: their only roles are Admin or Accountant, and they have no engagement type.

Owners, supervisors and crew are always listed. So is an admin who is an Employee or Subcontractor, and a person with no role at all.

Two-factor sign-in

Owners and admins must use two-factor sign-in in the office and the books. For supervisors, crew and accountants it is optional. Owners and admins can reset another person's two-factor. See Signing in.

The last owner or admin

A company must always have at least one owner or admin who is not archived. FSMCore refuses any change that would leave none:

unticking Owner and Admin on the last such person,
archiving that person,
deleting that person.

The message is: "A company needs at least one owner or admin. Give someone else the owner or admin role first."

Common mistakes

"A company needs at least one owner or admin. Give someone else the owner or admin role first." Give another person the Owner or Admin role, then try again.
A supervisor cannot log hours. The crew app needs the Crew role. Tick Crew as well and choose an engagement type.
A crew member has no Log hours or My invoices. Their engagement type is empty, or time tracking is switched off. Choose Employee or Subcontractor on their form.
An accountant gets a refusal on the office address. Accountants use the /books address only.
An admin is missing from the crew picker. A person who is only Admin or Accountant is left out. Give them an engagement type or another role if they work on jobs.
A person cannot be invited. They have no role. Tick one first. See Inviting people.