Overview
Limited User Roles are designed for field staff who only need to clock in, view their schedule, and complete their assigned jobs. Users in a limited role have no visibility into client records, invoices, or other team members' work — keeping sensitive business data restricted to the people who need it.
Limited roles operate through the Mobile App only. A small number of permissions can be adjusted, but the core access restrictions are fixed by design.
When to Use This Feature
You hire subcontractors or 1099 technicians who should only see their own assigned jobs — not your full client list or business data.
You want field staff to clock in, record materials, and complete jobs without access to invoicing or payments.
You need a role for seasonal workers or helpers who don't need back-office access.
You want to ensure technicians can't view each other's jobs, schedules, or compensation.
How It Works
Limited User Roles come with a fixed set of default access levels that cannot be changed. On top of that baseline, a small number of permissions can be toggled on or off to match your team's needs.
Fixed access (always applied, cannot be changed):
Accounts — View account name and service location only
Schedule — View and complete their own appointments
Time Tracking and Timesheets — View and record their own
Materials — View and record their own expenses
Days Off — View and request their own
Limited Users also cannot access the Accounts, Work Orders, Invoices, or Timesheet Payroll tabs in the Mobile App — these are locked regardless of any other settings.
Configurable permissions:
Timesheets History — Toggle. Controls whether the user can view their own timesheet history in the mobile app.
Collect Approvals & Signatures — Toggle. Allows the user to collect customer signatures on proposals, invoices, change orders, agreements, and waivers on site.
Show Pricing — Toggle. Controls whether the user can see prices. Disabling this also restricts Proposals and Work Orders to "View only their own" and removes Collect Approvals & Signatures access.
Proposals and Work Orders — Limited selection. Options available are a subset of those in Standard roles.
Notes — Toggle with limited options: view only, or view and edit work order notes.
How to Create a Limited User Role
Limited User Roles are created in the Web App, then assigned to team members via the mobile app or web.
Navigate to Settings and open the Roles section.
Click Create a New Role.
Enter a Role Name (e.g., "Subcontractor").
Select Limited user role and click Create.
On the Role Details page, review the Limited Access section to see the fixed permissions that are always applied to this role type.
Under Mobile App Visibility Configuration, toggle Timesheets History on or off based on whether this role should see their own timesheet history.
Toggle Collect Approvals & Signatures on if this role should be able to collect customer signatures on site.
Toggle Show Pricing on or off. If disabled, MotionOps will automatically restrict Proposals and Work Orders to "View only their own" and disable Collect Approvals & Signatures.
Under Proposals and Work Orders, select the access level for this role.
Under Notes, select whether the role can view notes only, or view and edit work order notes.
Click Save to save the role.
The role is now available to assign to team members.
Tips & Best Practices
Use Limited Roles for subcontractors by default. A role named "Subcontractor" set to Limited gives 1099 workers exactly what they need — their jobs and clock-in — with no access to your client database or financials.
Enable Collect Approvals & Signatures if techs close jobs on site. If your field staff collects customer sign-off at the end of a job, toggle this on so they can complete that step from the mobile app.
Leave Show Pricing off for roles that shouldn't see job value. This is especially useful for helpers or seasonal staff who don't need to know what a job is worth.
Create separate Limited Roles for different field functions. For example, a "Lead Technician" limited role might have Collect Approvals & Signatures enabled, while a "Helper" role does not.
Things to Know
Limited User Roles are Mobile App only — users in these roles cannot access the Web App.
The core access restrictions (Accounts, Schedule, Time Tracking, Materials, Days Off) are fixed and cannot be changed.
Limited Users can never access the Accounts, Work Orders, Invoices, or Timesheet Payroll tabs in the Mobile App, regardless of other settings.
Disabling Show Pricing automatically removes access to Collect Approvals & Signatures and restricts Proposals and Work Orders to "View only their own."
Higher-level Notes options (e.g., creating or deleting notes across accounts and employees) are not available for Limited roles.
Changes to a role apply immediately to all team members assigned that role.
You can have multiple differently configured Limited User Roles.
Troubleshooting
A limited user can't see their schedule in the mobile app.
Confirm the team member has been assigned the Limited User Role and that their account is active. Schedule access is included by default in all Limited roles.
A limited user says they can't collect a customer signature.
Check whether Collect Approvals & Signatures is enabled on their role. Also verify that Show Pricing is not disabled — turning off Show Pricing automatically removes signature collection access.
I need a limited user to access invoices, but the option isn't available.
Invoice access is not available on Limited User Roles. If a team member needs invoice access, assign them a Standard User Role with the appropriate invoice permission level instead.
Have questions? Reach out via the support chat or email support@motionops.com.