Overview
Standard User Roles let you control exactly what each team member can see and do in MotionOps. You define the permission level for every area of the platform — from invoices and proposals to scheduling and payroll — so each role matches the actual responsibilities of that person on your team.
Roles are created in the Web App and can apply to both web and mobile access, depending on how you configure them.
When to Use This Feature
You want a field tech to see only their own jobs — not every open work order in the system.
You have an office manager who needs full access to invoices and payments but shouldn't be able to change business settings.
You're onboarding a new team member and want to limit their access until they're fully trained.
You want to prevent certain users from viewing pricing or deleting records.
You have field managers who need more access than technicians but less than admins.
How It Works
A Standard User Role is a named permission set you assign to one or more team members. Every role has two parts: the App Access Role Configuration (which app — web, mobile, or both — the role applies to) and the individual permission toggles for each area of the platform.
Some permissions are simple on/off toggles (e.g., Dashboard, Manage Business Settings). Others offer a tiered selection — for example, Proposals and Work Orders lets you choose from six levels, ranging from "View only their own" to "View, edit, close, reopen and delete everyone's."
One important dependency: disabling Show Pricing automatically restricts several related permissions. MotionOps will show you exactly which permissions are affected before you save.
How to Create a Standard User Role
Go to your team settings to create and configure a new role. The steps below walk through the full setup.
Navigate to Settings and open the Roles section.
Click Create a New Role.
Enter a Role Name (e.g., "Field Manager").
Select Standard role and click Create.
On the Role Details page, confirm or update the Standard Role Name.
Under App Access Role Configuration, select one of the following:
Web Application Only — access to the web app only
Mobile Application Only — access to the mobile app only
Both Web and Mobile Application — access to both
If the role includes mobile access, configure Mobile App Visibility Configuration to control which tabs are visible: Accounts Tab, Work Orders Tab, All Invoices Tab, Timesheets History, and Timesheets Payroll.
Scroll down to configure each permission section. For toggle-based permissions (e.g., Admin Approval, Collect Approvals & Signatures, Dashboard), switch them on or off.
For tiered permissions (e.g., Proposals and Work Orders, Invoices, Change Orders, Payments and Transactions, Notes, Team Members, Accounts, Time Tracking and Timesheets, Materials, Schedule, Days Off, Pricebook), select the access level that matches the role's responsibilities.
If you disable Show Pricing, review the list of permissions that will be automatically restricted and confirm the change.
Click Save to save the role.
The role is now available to assign to team members.
Permission Reference
The table below summarizes each configurable permission area and its available access levels.
Admin Approval — Toggle. Allows the user to bypass customer approval on proposals and change orders.
Collect Approvals & Signatures — Toggle. Allows collecting customer signatures on proposals, invoices, change orders, agreements, and waivers.
Manage Payroll and Compensations — Toggle. Allows editing team member compensation rates, which affects payroll and job profitability calculations.
Invite, Deactivate and Remove Users — Toggle. Allows managing team members — inviting, changing roles, archiving, or deleting them.
Manage Business Settings — Toggle. Allows editing business details, service areas, skills, grades, visual identity, agreements, templates, notifications, and workflows.
Manage MotionOps Billing — Toggle. Allows changing subscription plans, managing payment methods, and downloading invoices.
Show Pricing — Toggle. Controls whether the user can see prices throughout the platform. Disabling this automatically restricts proposals, change orders, invoices, payments, and pricebook permissions.
Dashboard — Toggle. Grants access to the business operations dashboard.
Proposals and Work Orders — Tiered: View only their own → View, edit, close, reopen and delete everyone's.
Change Orders — Tiered: View on assigned jobs only → View, create, edit, send, close, reopen and delete on all jobs.
Invoices — Tiered: View on assigned jobs only → View, create, edit and delete on all jobs.
Payments and Transactions — Tiered: View transactions only → View, record, edit and delete transactions.
Notes — Tiered: View notes on accounts and work orders only → View, create, edit and delete everyone's notes.
Team Members — Tiered: View and edit their own info → View, edit and delete everyone's info.
Accounts — Tiered: View account name and service location → View, edit and delete full account info.
Time Tracking and Timesheets — Tiered: View and record their own → View, record, edit, approve and delete everyone's.
Materials — Tiered: View and record their own → View, record, edit, delete and approve everyone's.
Schedule — Tiered: View and complete their own appointments → View, create, edit and delete everyone's schedule.
Days Off — Tiered: View and request their own → View, create, manage and delete everyone's.
Pricebook — Tiered: View Pricebook Items → View, create, edit and delete Pricebook items.
Tips & Best Practices
Start restrictive, then expand. It's easier to grant more access later than to deal with accidental deletions or edits. Start field techs at "View only their own" for proposals and work orders, then adjust as needed.
Use the Show Pricing toggle intentionally. If you don't want a tech to see job pricing on site, disable this at the role level — it will cascade restrictions to proposals, invoices, and the pricebook automatically.
Name roles by function, not person. Use names like "Field Technician," "Office Manager," or "Field Manager" so you can assign the same role to multiple people without confusion.
Limit "Manage Business Settings" to owners and admins. This permission grants access to notifications, templates, and workflows — changes here affect your entire operation.
Review the downstream impact before disabling Show Pricing. MotionOps will show you exactly which permissions change, so review that list before confirming.
Things to Know
Standard User Roles are configured in the Web App only.
A role can apply to Web App only, Mobile App only, or both — set this under App Access Role Configuration.
Disabling Show Pricing automatically restricts Proposals and Work Orders, Change Orders, Invoices, Payments and Transactions, Collect Approvals & Signatures, and Pricebook permissions to their lowest applicable level.
Changes to a role apply to all team members currently assigned that role.
Only users with the Invite, Deactivate and Remove Users permission can manage team member roles.
Only users with the Manage Business Settings permission can create or edit roles.
Troubleshooting
A team member can't see a section they should have access to.
Check the role assigned to that team member and confirm the relevant permission is enabled and set to the correct access level. Also verify that Show Pricing isn't disabled, as this restricts several permissions automatically.
I disabled Show Pricing but the team member can still see prices.
Make sure you saved the role after making the change. If the issue persists, confirm the team member is assigned to the updated role and not a different role with Show Pricing enabled.
I don't see the option to create or edit roles.
You need the Manage Business Settings permission to manage roles. Contact your account admin if you don't have this access.
Have questions? Reach out via the support chat or email support@motionops.com.