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User Access Management and Permissions

Platform: Both (Web Application and Mobile App)
User Type: Org Admin / Admin + Billing / Admin
Difficulty: Intermediate
Estimated Time: 15 minutes
Last Updated: October 2026

Quick Summary

Dayworkbook uses a two-tier access system. A user's role sets what they can do across the whole platform, and job access sets which jobs they can see and work in. Learn how to invite team members with the right role, give them access to the right jobs, and keep your team's access secure and up to date.

What You'll Learn

  • How Dayworkbook's two-tier access system works
  • What each role can do, from Org Admin to Read Only
  • How to invite new team members and set their role and job access
  • How to manage job access during job creation, from the job page, or from Team & Access
  • How to change a user's role or deactivate them
  • Best practices for keeping access secure

Before You Start

Prerequisites:

  • An Org Admin, Admin + Billing or Admin role. These roles include User Management.
  • A clear understanding of each team member's responsibilities and the access they need.

You'll Need:

  • Each new team member's first name, last name, email address and phone number
  • The role each person should have
  • A list of the jobs each person should be able to access

🎯 Key Point: All Dayworkbook plans include unlimited users, so you can add your whole team.

Understanding Dayworkbook's Two-Tier Access System

The Two Access Levels Explained

Tier 1: Role (What They Can Do)

Each user has one role, which applies to every job they can access:

  • Org Admin: Full control of the organisation, including subscription, payment and billing. Automatically has access to all jobs.
  • Admin + Billing: Everything an Admin can do, plus rates, costs and billing.
  • Admin: Manages jobs, the Directory, users and job-level permissions, without access to costs or billing.
  • Standard: Creates and manages daywork sheets in the jobs they can access.
  • Read Only: Views daywork sheets in the jobs they can access.
  • Inactive: Can't log in.

Tier 2: Job Access (Which Jobs They Can See)

Job access is controlled separately:

  • A job can be open to all users, or restricted to selected users only
  • Job access can be set when inviting a user, when creating a job, from the job page, or from Settings > Team & Access
  • Job access applies to every role except Org Admin, whose access can't be restricted

🎯 Critical Point: A user's role can't be changed for individual jobs. It's the same across every job they can access. Admins control which jobs a user can see separately.

How the Two Tiers Work Together

Real-World Examples:

Sarah (Standard + access to Jobs A and C):

  • Can create and manage daywork sheets (Standard role)
  • Only sees Jobs A and C in her job list
  • Has the same Standard capabilities on both jobs

Mike (Admin + Billing + access to Jobs B and D):

  • Has admin and billing capabilities (Admin + Billing role)
  • Only sees Jobs B and D
  • Can use all Admin + Billing features on those two jobs

Lisa (Org Admin):

  • Has full control of the organisation (Org Admin role)
  • Automatically sees all jobs, regardless of job access settings
  • Can't have her job access restricted

🎯 Key Insight: Job-level restrictions apply to every role except Org Admin. A higher role gives more capabilities, but doesn't override a restricted job.

Organisation-Level Permission Roles Detailed

Org Admin (Organisation Administrator):
  • Who: The account holder.
  • Highest Role: Full access to all features.
  • Organisation Settings: Business details, branding and account settings.
  • Payment and Subscription: The only role with access to payment details. Manages the subscription and receives all billing and payment notifications.
  • User Management: Invites, manages and deactivates team members.
  • Job Access: Automatically sees all jobs. Job access can't be restricted.
Admin+Billing (Administrator + Billing):
  • Who: Office managers, quantity surveyors, contracts administrators.
  • Admin Capabilities: Everything an Admin can do.
  • Rates and Costs: Views and configures rates in the Directory, and can see all costs across the platform.
  • Billing: Generates and views Billing Reports and other Compile outputs, if the Compile add-on is active on your subscription.
  • No Payment Access: Can't access payment details or manage the subscription.
  • Job Access: Subject to job-level access restrictions.
Admin (Administrator):
  • Who: Site supervisors, project managers.
  • Management: Manages jobs, the Directory, user access and job-level permissions.
  • Organisation Settings: Has access to organisation settings.
  • No Financial Access: Can't view costs or any financial data, and has no access to Compile or payment.
  • Job Access: Subject to job-level access restrictions.
Standard:
  • Who: Field workers, foremen.
  • Daywork Sheets: Creates and manages daywork sheets within the jobs they can access.
  • No Management Functions: No admin, billing or cost access, and can't invite users.
  • Job Access: Subject to job-level access restrictionss
Read Only:
  • Who: Auditors, viewers and others who need visibility without making changes.
  • View Only: Views daywork sheets within the jobs they can access.
  • No Creation Rights: Can't create or edit anything.
  • Job Access: Subject to job-level access restrictions.
Inactive:
  • Who: Former or deactivated users.
  • No Access: Can't log in and has no permissions.
  • Data Kept: Their data stays on your organisation's account.
  • Reactivation: Can be switched back to active from the Active Users List (Mobile App).

Step-by-Step Instructions

Step 1: Open Team & Access

Web App:

  1. Click the Settings (gear) icon in the top navigation bar.
  2. Select the Team & Access tab.

The Team & Access page shows:

  • Add/Invite User: The form for inviting new team members
  • Roles table: What each role can do (Org Settings, Payment Details, Billing, User Management and Project Access)
  • User Permissions: Every team member with their current role, and a ••• menu for each user

Mobile App:

  1. Tap Settings in the bottom navigation bar.
  2. Tap Team & Access.

The Team & Access screen includes:

  • Team Members: Add/Invite Users, Active Users List, Pending Invitations and User Permissions
  • Access Control: Project Access

Step 2: Invite New Team Members

Web App:

In the Add/Invite User form:

  1. Enter User Details:
    • Email (required): The team member's business email address
    • First Name and Last Name (required)
    • Phone Number (required)
  2. Set Their Role:
    • Role (required): Select Org Admin, Admin + Billing, Admin, Standard or Read Only.
    • Remember, this role applies to every job they can access.
  3. Set Initial Job Access:
    • Click Job Access (Select Jobs) to open the Job Access window.
    • Tick the jobs they need, or click Select All.
    • Click Done.
  4. Click Send Invite.

Mobile App:

  1. Tap Add/Invite Users.
  2. Enter First Name, Last Name and Email (all required).
  3. Select a Role: Org Admin, Admin + Billing, Admin, Standard or Read Only.
  4. Tap Next.

After Sending an Invite:

  • The team member receives an invitation by email. 
  • Their invitation appears under Pending Invitations (Mobile App) until they accept it.
  • Tap Resend next to a pending invitation to send it again.

💡 Pro Tip: Start with only the jobs a user needs. It's easy to add more job access later, and it keeps your data secure.

Step 3: Manage Job Access

You can control which jobs a user can access in three ways.

Method 1: When Creating a Job

In the Select Users section of Create New Job, choose:

  • All users can access this project. Everyone in your organisation can access the job.
  • Restrict access to select users only. Only the users you select can access the job.

Best for: New projects where you already know the team.

Method 2: From the Job Page

  1. Open the job and click the user icon at the top right to open Job Access Settings.
  2. Choose All Users (everyone in the organisation can access this job) or Restricted Access (only selected users can access this job).
  3. If restricted, use Select Users to choose who has access.
  4. Click Save.

Best for: Changing who can work on a single job.

Method 3: From Team & Access

Web App:

  1. In Settings > Team & Access, find the user under User Permissions.
  2. Click the ••• menu at the end of their row and open Job Access.
  3. Tick or untick jobs, or click Select All. The number of selected jobs shows beside the user's name (e.g. "11 selected").
  4. Click Save Access.

Mobile App:

  1. In Team & Access, tap Project Access.
  2. Tap a user to manage their job access. Each user's role is shown beside their name.
  3. Tap Done when finished.

 

Best for: Reviewing or updating all of one person's job access at once, such as when they move between projects.

🎯 Key Point: Changing job access never changes a user's role.

Step 4: Change a User's Role

Web App:

  1. In Settings > Team & Access, find the user under User Permissions. Their current role is ticked.
  2. Click the ••• menu at the end of their row and open Change Role.
  3. Under Select New Role, choose Org Admin, Admin + Billing, Admin, Standard or Read Only.
  4. Click Save Role.

Important Considerations:

  • Role vs Job Access: Changing a role doesn't change the jobs a user can access.
  • Capability Changes: The user gains or loses features across every job they can access.
  • Financial Data: Admin + Billing and Org Admin roles can see rates and costs. Only give these roles to people who need financial visibility.

⚠️ Watch Out: A role change affects what the user can do on every job they can access.

Step 5: Deactivate a User

When someone leaves your team, deactivate them so they can no longer log in.

Mobile App:

  1. In Team & Access, tap Active Users List.
  2. Turn off the toggle next to the user's name.
  3. Tap Done.

🎯 Key Point: Inactive users can't log in, but their data, including daywork sheets they created, stays on your organisation's account.

Step 6: Review and Maintain Access

Regular Access Reviews:

  • Monthly Reviews: Check each user's role and job access still match their responsibilities.
  • Job Access Checks: Make sure users can only access the jobs they're working on.
  • Role Checks: Confirm each user's role matches what they need to do.
  • Least Privilege: Give each user the lowest role and fewest jobs they need.

Security Best Practices:

  • Deactivate Promptly: Deactivate team members as soon as they leave.
  • Project-Based Access: Give job access based on actual project involvement.
  • Restrict Sensitive Jobs: Use Restricted Access on jobs that only certain people should see.
  • Keep Records: Keep your own record of access changes and the reasons for them.

Understanding Common Scenarios

Scenario 1: New Project Manager

  • Role: Admin (needs to manage jobs, the Directory and users)
  • Job Access: Only the projects they manage
  • Result: Full admin capabilities on their jobs, without access to costs or billing

Scenario 2: Field Worker or Foreman

  • Role: Standard (creates and manages daywork sheets)
  • Job Access: The jobs they're working on, across different clients
  • Result: Standard capabilities across all their assigned jobs

Scenario 3: Finance Team Member or Quantity Surveyor

  • Role: Admin + Billing (needs rates, costs and Billing Reports)
  • Job Access: All jobs (needs organisation-wide financial visibility)
  • Result: Can view costs and generate Billing Reports across all projects

Scenario 4: Auditor or Observer

  • Role: Read Only (needs visibility without making changes)
  • Job Access: Only the jobs they need to review
  • Result: Can view daywork sheets on those jobs, but can't create or edit anything

Troubleshooting Common Issues

Problem: User can't see a job they need
Cause: The job is restricted and they haven't been given access. Only Org Admins automatically see every job.
Solution: Open the job's Job Access Settings and add the user, or use the ••• menu > Job Access in Settings > Team & Access (Web App) or Project Access (Mobile App).

Problem: Want to give a user Admin capabilities on one job but Standard on others
Cause: Roles apply organisation-wide and can't be set per job.
Solution: This isn't possible in Dayworkbook. Consider whether the user truly needs the Admin role across all their jobs.

Problem: New user can't access a job they were told about
Cause: The user was invited without access to that job.
Solution: Add the job to their job access using any of the three methods in Step 3. Their role stays the same.

Problem: User sees jobs they shouldn't
Cause: The jobs are set to All Users, or the user is an Org Admin.
Solution: Change those jobs to Restricted Access and select only the users who need them. If the user is an Org Admin, consider whether they need that role.

Problem: Invited user hasn't received their invitation
Cause: Incorrect email address, or the email has gone to spam.
Solution: Check the email address and ask them to check their spam or junk folder. Tap Resend under Pending Invitations (Mobile App).

Problem: Can't modify another user's role or access
Cause: Your role doesn't include User Management.
Solution: Only Org Admin, Admin + Billing and Admin roles can manage users. Contact your Org Admin if you need these capabilities.

Problem: User can't see costs or create Billing Reports
Cause: Their role is Admin, Standard or Read Only, or the Compile add-on isn't active.
Solution: Change their role to Admin + Billing or Org Admin. Ask your Org Admin to check that the Compile add-on is active under Settings > Subscription & Billing.

Problem: Read Only user can't create daywork sheets
Cause: Read Only users can view sheets but can't create or edit anything.
Solution: Change their role to Standard or higher if they need to create sheets.

Problem: Former team member can still log in
Cause: They haven't been deactivated.
Solution: Set them to Inactive. In the Mobile App, turn off their toggle in Active Users List.

What's Next?

With effective access management established:

  1. Develop Access Policies - Create formal guidelines for permission levels and job access
  2. Train Team Members - Ensure everyone understands their role and access limitations
  3. Regular Access Audits - Schedule periodic reviews of user permissions and job access
  4. Optimise Workflows - Align access controls with operational efficiency needs

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