Setting clear roles and permissions in Onetrace helps streamline project workflows and ensures the right level of access for each team member.

Control access with confidence – Assign roles like Owner, Admin, Operative, or Guest to match responsibilities and maintain data security.
Scale your team easily – Add and manage users quickly from Organisation Settings as your team grows.
Stay productive and secure – Ensure users only see and do what they need to, reducing errors and improving efficiency.

Global permissions

As an organisation owner or Admin, understanding user roles and permissions is key to managing access to Onetrace features and actions effectively. Each role comes with a specific set of permissions. Below, you’ll find a breakdown of each role and what they can do. Once you’re familiar with the roles, you can easily invite your team and assign roles from the Organisation Settings.

Organisation settings

	Owner	Admin	Manager	Operative	Guest
Billing	✅
Account	✅	✅
Settings (Create, Edit, View, Delete)	✅	✅
Library (Create, Edit, View, Delete)	✅	✅

Clients

	Owner	Admin	Manager	Operative	Guest
Create Clients	✅	✅
Edit Clients	✅	✅
View Clients	✅	✅	✅	🔸	🔸
Delete Clients	✅	✅

🔸 Operatives and Guests can view the client name on specific projects when they are members of those projects.

Projects

	Owner	Admin	Manager	Operative	Guest
Create Projects	✅	✅
Edit Project Setup	✅	✅	🔸
View Projects	✅	✅	✅	🔸	🔸
Delete Projects	✅	✅

🔸 Managers can access, view and edit the details section within Project Setup.

🔸 Operatives and Guests can only view projects they are a member of.

Jobs

	Owner	Admin	Manager	Operative	Guest
Create Jobs	✅	✅	✅	✅
Edit Jobs	✅	✅	✅
View Jobs	✅	✅	✅	✅	✅
Delete Jobs	✅	✅

Job Sheets

	Owner	Admin	Manager	Operative	Guest
Create Job Sheets	✅	✅	✅	✅
Edit Job Sheets	✅	✅	✅	🔸	🔸
View Job Sheets	✅	✅	✅	✅	✅
Delete Job Sheets	✅	✅

🔸 Operatives and Managers can edit their own job sheets.

🔸 Guests can be included in approval stages, therefore, can impact the status of a Job Sheet.

Productivity

	Owner	Admin	Manager	Operative	Guest
View Productivity	✅	✅

Timesheets

	Owner	Admin	Manager	Operative	Guest
Create Timesheets	✅	✅	✅
Update Timesheets	✅	✅	✅
View Timesheets	✅	✅	✅
Delete Timesheets	✅	✅	✅

Project-specific permissions

Each project has a default access level that varies by role. Owners, Admins, and Managers always have permission to create jobs and manage the project. These permissions can also be granted to Operatives, depending on the scenario.