Creating Custom Roles

When the system roles (Owner, Admin, Office, Field) don't quite fit your needs, you can create custom roles with exactly the permissions your team requires.

Who Can Create Roles

Only users with the Owner role can create and manage custom roles. Admins can view roles but cannot create or modify them.

Creating a New Role

1. Go to Settings (gear icon in sidebar)
2. Click Roles & Permissions
3. Click the + Create Role button
4. Enter a name for your role (e.g., "Supervisor", "Billing Specialist")
5. Click Create Role

The new role starts with zero permissions. You'll configure permissions in the next step.

Click to enlarge

The create role modal lets you quickly create a new custom role with a descriptive name - permissions are configured in the next step

Configuring Permissions

After creating a role, you need to assign permissions:

1. Click on your new role in the roles list
2. Click the Edit button (pencil icon)
3. The permission matrix opens with all categories expanded
4. Check the permissions you want to grant
5. Click Save Changes

Using the Permission Matrix

The permission matrix organises permissions by category:

• Click a category header to expand/collapse it
• Check individual permissions to enable them
• The count indicator (e.g., "3/6") shows enabled vs. available permissions
• Categories with enabled permissions are highlighted

Tips for Permission Selection

• Start with minimal permissions, add more as needed
• Think about what the person needs to do their job
• Consider what they should NOT have access to
• Test with a colleague before rolling out widely

Common Custom Role Examples

Supervisor

A team lead who can manage jobs and visits but not financial matters:

Category	Permissions
Dashboard	View
Contacts	All
Properties	All
Jobs	View, Create, Update, Close, Assign Team
Visits	All
Schedule	View, Update
Time Entries	View, Create, Update

Billing Specialist

An accountant who focuses only on financial records:

Category	Permissions
Dashboard	View
Contacts	View
Invoices	All
Payments	View, Create, Allocate, Export
Reports	View, Export

Dispatcher

Someone who manages the schedule but doesn't handle quotes or invoicing:

Category	Permissions
Dashboard	View
Contacts	View
Properties	View
Jobs	View, Create, Update, Assign Team
Visits	View, Create, Update
Schedule	View, Update
Teams	View

Senior Technician

A field worker with additional responsibilities:

Category	Permissions
Dashboard	View
Contacts	View
Properties	View
Jobs	View
Visits	View, Start, Complete, Skip, Reopen
Time Entries	View, Create, Update
Expenses	View, Create
Checklists	View
Equipment	View, Update

Editing an Existing Role

To modify a custom role's permissions:

1. Go to Settings > Roles & Permissions
2. Click on the role you want to edit
3. Click the Edit button (pencil icon)
4. Adjust permissions as needed
5. Click Save Changes

Changes take effect immediately for all users with that role.

Deleting a Custom Role

To delete a custom role:

1. Go to Settings > Roles & Permissions
2. Find the role you want to delete
3. Click the Delete button (trash icon)
4. Confirm the deletion

Users Will Be Affected

If any users are assigned to the role you're deleting, they'll lose their role assignment. You'll need to reassign them to another role afterward.

System Roles Cannot Be Deleted

The four system roles (Owner, Admin, Office, Field) are built into YardPilot and cannot be deleted. However:

• Owner and Admin permissions can only be modified by the Owner
• Office and Field permissions can be modified by Owners and Admins

Best Practices

Start Simple

Begin with the system roles. Only create custom roles when you have a clear need that isn't met by Owner, Admin, Office, or Field.

Name Roles Clearly

Use descriptive names that reflect the role's purpose:

• Good: "Senior Technician", "Billing Specialist", "Team Lead"
• Avoid: "Role 1", "Custom", "Test"

Document Your Roles

Keep notes on why each custom role exists and what it's used for. This helps when onboarding new staff or reviewing permissions later.

Review Regularly

Periodically review your custom roles to ensure they still match your business needs. As your team grows, you may need to adjust permissions.

Principle of Least Privilege

Give each role only the permissions it needs. It's easier to add permissions later than to deal with someone accessing something they shouldn't.

Troubleshooting

Can't Create Role

If the "+ Create Role" button isn't visible:

• You may not have Owner access
• Check with your account owner

Changes Not Taking Effect

If permission changes don't seem to work:

• Have the affected user refresh their browser
• Clear the browser cache
• Log out and back in

Role Appears Empty

If your new role shows "0 permissions":

• You need to edit the role and add permissions
• New roles start with no permissions by default

Next Steps

• View all available permissions
• Understand system roles
• Add team members with your new role