Field Promax

Roles & Permissions

Understand the three user roles in FieldPromax -- Administrator, Service Provider, and External User -- and what each role can access and do within the application.

Before you start:

Overview

Every user in FieldPromax is assigned one of three security levels. The security level determines which pages, features, and actions are available to that user. You assign the security level when creating a user and can change it later by editing their profile.

Administrator

Administrators have full access to every feature in FieldPromax. This role is intended for office staff, managers, and business owners who need to manage all aspects of the business.

Administrators can:

  • Create, edit, and close work orders.
  • Create and send estimates.
  • Manage the dispatch calendar and create schedules.
  • Access the Dashboard and all reports.
  • Manage customers, products, and all reference lists.
  • Access company settings and all configuration pages.
  • Create and manage other users (including other administrators).
  • Manage integrations (QuickBooks, Xero, Stripe).
  • View and record payments.
  • Access Projects, Purchase Orders, and Pay Applications.
  • Manage Marketing, Leads, Referrals, and Email Campaigns.
  • Manage Equipment and Custom Pricing.

Service Provider

Service providers are field technicians who primarily use the mobile app to view and complete assigned work. Their access is intentionally limited to protect sensitive business data.

Service providers can:

  • View work orders assigned to them (and unassigned work orders if enabled in Mobile App Settings).
  • Update schedule status (In Route, Checked In, Work Complete).
  • Enter work resolutions and capture customer signatures.
  • View and manage their own timecard entries.
  • Create work orders from the mobile app (if enabled in Mobile App Settings).
  • Create estimates from the mobile app (if enabled in Mobile App Settings).
  • Post and Close work orders on the web (if enabled in Work Order Settings).

Service providers cannot:

  • Access company settings or configuration pages.
  • Manage other users.
  • Access the Dashboard or reports.
  • View the customer list or manage customers directly.
  • Access integrations, manage lists, or payment settings.

Tip: Use the Mobile App Settings to fine-tune what service providers can do. For example, you can require them to capture signatures and enter resolutions before marking a job complete, ensuring consistent documentation.

External User

External users are customer accounts that provide limited access to FieldPromax. This role is designed for larger customers who want visibility into their own work orders and estimates.

External users can:

  • View work orders that belong to their customer account.
  • View estimates sent to them.
  • View schedules, images, and documents (if enabled in External User Settings).
  • Create work orders for their own account.

External users cannot:

  • View work orders belonging to other customers.
  • Access any settings, reports, or administrative functions.
  • View pricing or financial information unless explicitly shared.

Choosing the Right Role

Use Administrator for office staff, dispatchers, and managers. Use Service Provider for field technicians. Use External User for customers who need to submit and track their own work orders.

Next Steps