User permissions determine what users have access to and can do in vWork. In vWork users can have web app permissions and mobile permissions.
If you are a vWork Administrator with Admin permissions you have the ability to customize access to both web app and mobile app permissions for each user to determine what they are allowed to do when using vWork.
In this article
This article explains Web App Permissions and how they determine what a user can do in vWork.
If you want to find out how to add new users to your vWork account please see the article, Create new users and send a log-in link to mobile users. If you are interested in Mobile Permissions please see the article, Mobile Permissions.
Topics in this article include:
- What are the Web App permissions?
- Permission levels
- Review the General Settings for additional restrictions to permissions
What are the Web App permissions?
Web app permissions determine the access a user has to the features and functions that they need to perform their job when using the vWork website.
Administrators are users assigned with the Admin permission. This gives access to vWork's Settings tab where all administration activities take place, such as setting up users, creating templates, and modifying how the vWork account behaves. Administrators have permission to change their own and other user permissions and perform every activity using the vWork website.
Dispatchers' permissions are set by an administrator. These determine what dispatchers can do to manage jobs, mobile workers, and customers when using the vWork website.
All users are set up on the User Management page. This is where an administrator adds new users and edits existing user profiles. All user permissions are assigned within a user's profile. You can find out more about how to add a user in the article, Create new users and send a log-in link to mobile users.
Web app permissions
The web app permissions for administrators and dispatchers are listed and explained here. Administrators can have any and all dispatcher web app permissions.
Jobs - The Jobs permission allows a dispatcher to create and edit jobs in vWork, it also gives them permission to see the Jobs tab.
Schedule - The Schedule permission allows a dispatcher to see the Schedule tab and schedule jobs and quotes for mobile workers.
Map - The Map permission allows a dispatcher to see the Map tab. The map shows mobile workers' current positions and all jobs that include a geolocated address in a job step.
Shifts - The Shifts permission enables a dispatcher to see and adjust the shift hours for other workers through the Shifts tab in the User settings. This is the only setting permission they have access to without Admin permissions. An administrator has this permission enabled by default.
Reports - The Report permission allows a dispatcher to see the Reports tab. This gives a dispatcher permission to run and schedule reports.
Alerts - The Alerts permission allows a dispatcher to see the Alerts tab. From here they can see alerts that have been sent and also create email and (where enabled) SMS alerts.
Customers - The Customers permission gives a dispatcher the ability to see the Customers tab and create new customer records or edit existing customer records. When an administrator has this permission they can import and export customer information to a CSV file allowing them to make bulk changes to customer records. Dispatchers aren't able to do this.
Quotes - The Quotes permission is only visible if you have quotes enabled in our account. This permission allows a dispatcher to create, edit, approve, and email quotes.
Rep Jobs (RJs) - The Rep Job permission is only visible when the Repeating Jobs feature is enabled in your account. This permission enables a dispatcher to create new jobs automatically using the repeating Jobs feature.
Chat - The Chat permission enables a dispatcher to send in-app messages through the Messages tab to mobile app users to whom they have assigned jobs. If SMS messaging is also enabled in the account this permission allows dispatchers to send SMS messages to customers from a Job.
Note: Users with mobile app permissions can also exchange messages with other mobile app users in the vWork mobile app if the Chat permission is enabled for them and the users they need to exchange messages with.
Optimization - The Optimization permission is only visible when the optional Optimization feature is added to your account. It enables a dispatcher to open the Optimization tool from the Jobs tab. Depending on the level of permission selected the dispatcher can create and edit route optimizations or just view these.
Dash - The Dash permission enables a dispatcher to see and Dashboard tab and edit the layout of the Dashboard.
Assets - The Assets permission is only visible if the Assets feature is added to your account. The Assets permission enables a dispatcher to see the Assets tab. Depending on the level of permission selected the dispatcher can add and edit Assets or just view these.
Admin - The Admin permission gives an Administrator global control over the account through the Settings tab. Admin access should be limited as admin users can dramatically change how vWork is configured. Users with the Admin permission can access anything under the settings menu and change all vWork account settings including:
- importing and exporting customer records in bulk,
- adding and removing other users and changing their permissions and log-in credentials,
- creating job templates, changing Finance settings,
- and modifying picklists - as well as other settings depending on what is activated in the vWork account.
Mobile permissions - Web app users can also be given mobile permissions. You can read more about these in the article, Mobile Permissions.
In the example below, the user has full permissions for both the web app (top) and the mobile app (bottom) in the User Permissions. This user is an Administrator who can perform all dispatcher functions and use the mobile app to complete, create, and assign jobs and create and edit invoices.
What are the permission levels?
Some permissions also have different levels that determine how much access to that permission a user has. The three permission levels are:
- Full - The user has full access to the permission and can do anything with it.
- Read-only - The user can view that content but they can't edit the content.
- None - the user can't access this permission. They do not have permission to use this function in vWork.
Note: The optional Optimization permission also has the Edit Own permission level. This enables a user with this permission to change Route Optimizations that they have created but not alter optimizations created by other people.
How to set permission levels
You can set all permissions for a user to the same permission level by clicking to select the permission level from the top right corner of permissions. If you do this all permissions, where you can select a level, have the selected level permission set for them; and other permissions are set to either full if you selected Full, or none if you selected Read-only or None.
Alternatively, you can set the individual permissions with different permission level settings from each other. Click to select the preferred option from the permission drop-down list.
Web app permission examples
Reports only: In this example, Anthony doesn't have full dispatcher permissions. He can view the Map tab and the Schedule tab but isn't able to make any changes. He can also run reports.
No quotes: In this example, Anthony has permission to see most of the web app tabs, but not quotes. He has full permission to edit the schedule so he can drag quotes to assign them to mobile workers, but he will not be able to edit quotes.
Schedule Jobs without editing them: In this example, Anthony can schedule jobs but not edit them. He has Schedule permissions but not Job permissions.
Full access with read-only permissions for Customers: In this example, Anthony has been updated so that he has full permission to create, edit and schedule jobs on the Schedule, Map, and Jobs tabs, but he has read-only access for Customers. Although Anthony can view the Customer tab and see full customer information, he must use an existing customer when creating a new job. He isn't able to create a job for a customer that is not already saved in vWork.
Review the General Settings for additional restrictions to permissions
Some permissions are also affected by the settings selected in the General vWork settings. These change what some permissions enable users to do when the permission is enabled. We recommend you review the General settings to make sure users can do what you need them to do in Work.