User Role Settings Guide Overview

 

Most user role permissions discussed in this guide can be found under:

Settings → Workflow

There are four primary areas that impact user permissions:

1. Mobile App Options
2. Work Order & Task Status Settings
3. User Abilities
4. Workflow Components (Field Worker Invoicing & Quoting)

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Mobile App Options

The Mobile App Options section controls how much data is loaded and available to field users on the mobile application.

Navigation

Settings → Workflow → Mobile App Options

Option 1: Users Can Turn On/Off Just-In-Time Loading

When enabled, users can decide whether Just-In-Time (JIT) loading is active on their mobile device.

Enabled:

• Users can turn JIT on or off themselves.
• Gives field staff flexibility.

Disabled:

• Users cannot change the JIT setting.
• Administrators control mobile data loading behavior.

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Option 2: Just-In-Time Loading Is Switched On by Default

When enabled, JIT loading starts automatically.

JIT loading limits the number of work orders downloaded to the device based on the configured:

• Days Before
• Days After

This improves mobile performance by loading only relevant work orders.

Benefits:

• Faster syncing
• Better mobile performance
• Reduced data load

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Option 3: Users Can Change Just-In-Time Period

When enabled, users can adjust the number of days before and after that are loaded into the app.

Enabled:

• Users can expand or reduce their visible work order range.

Disabled:

• Users are restricted to the company-defined date range.

Recommended Use

If you want technicians to only see current jobs:

✅ Enable:

• Just-In-Time Loading By Default

❌ Disable:

• Users Can Turn On/Off JIT
• Users Can Change JIT Period

Set a small date range such as:

• 1 day before
• 1 day after

or

• 3 days before
• 3 days after

This limits visibility to only the most relevant work orders.

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Work Order & Task Status Settings

This section controls how users interact with work order completion and invoicing.

Navigation

Settings → Workflow → Work Order & Task Status

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Option 1: Allow Status Changes After Completion/Invoice

This setting determines whether a completed or invoiced work order can be moved back to another status.

Enabled:

• Users can reopen completed jobs.

Disabled:

• Completed and invoiced jobs remain locked.
• Prevents accidental status changes.

Recommended For

✅ Companies that want tighter control over completed work.

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Option 2: Complete Work Orders Without Completing Service Forms

This setting controls whether required service forms must be completed before a work order can be marked complete.

Enabled:

• Users can complete jobs even if forms are unfinished.

Disabled:

• Users must finish required service forms before completion.

Recommended For

✅ Organizations using:

• Inspection forms
• Maintenance checklists
• Safety forms
• Required field documentation

Leaving this OFF ensures technicians complete all required paperwork.

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Option 3: Invoice Work Orders with Zero Service Items

This determines whether an invoice can be created when no service items have been added.

Enabled:

• Invoices can be generated with no service items.

Disabled:

• Service items must be added before invoicing.

Benefits of Turning This Off

• Ensures labor is recorded
• Ensures parts are recorded
• Prevents incomplete invoices
• Encourages accurate billing

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User Abilities

This section has the greatest impact on what customers and work orders a user can see.

Navigation

Settings → Workflow → User Abilities

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Option 1: View Other Users' Work Orders and Customer Records

Setting Name:

User can see work orders and location of other users and view service requests/customers that have no work orders assigned to them.

When Enabled

Users can:

• View coworkers' work orders
• See other technicians' locations
• View unassigned service requests
• Access the entire customer list

When Disabled

Users can only:

• View work orders assigned to them
• View customers associated with their assigned work

Important

This setting directly impacts customer visibility.

If enabled, users gain access to the full customer database.

If disabled, users are restricted to customers tied to their assigned work orders.

Recommended For

Enable For:

• Sales teams
• Managers
• Dispatchers
• Collaborative field teams

Disable For:

• Standard field technicians
• Restricted-access employees

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Option 2: View and Create Unassigned Work Orders

Setting Name:

Users can see and create work orders and service requests with unassigned status.

When Enabled

Users can:

• View unassigned work orders
• Create unassigned work orders
• Assign themselves work if needed

When Disabled

Users cannot see placeholder or unassigned jobs.

Recommended For

✅ Teams using a self-dispatch model.

❌ Leave disabled if unassigned jobs are used for scheduling placeholders.

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Option 3: View Own Time Card Report

This option applies to companies using RazorSync's Time Card functionality.

When Enabled

Users can:

• View clock-in records
• View clock-out records
• Review time punches

Limitations

Users can view punches but cannot edit them.

Benefits

• Allows employees to verify time entries.
• Helps confirm clock-in status.

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Workflow Components

Two Workflow Components affect both permissions and pricing visibility.

Navigation

Settings → Workflow → Workflow Components

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Field Worker Invoicing

Controls whether field workers can create invoices and view pricing information.

When Enabled

Users can:

• Create invoices
• View service item pricing

When Disabled

Users cannot:

• Create invoices
• View pricing information

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Field Worker Quoting

Controls whether field workers can create quotes and view pricing information.

When Enabled

Users can:

• Create quotes
• See service item pricing

When Disabled

Users cannot:

• Create quotes
• See pricing information

Important

If pricing information is considered sensitive, disable both:

• Field Worker Invoicing
• Field Worker Quoting

This prevents field staff from seeing service item prices.

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Recommended User Role Configurations Limited Maintenance Technician

For technicians who only need access to jobs assigned to them.

Mobile App Options

✅ Just-In-Time Loading Enabled by Default

❌ Users Can Turn JIT On/Off

❌ Users Can Change JIT Period

Days Before/After:

• 1 to 3 days recommended

Work Order & Task Status

❌ Allow Reopening Completed Jobs

❌ Complete Jobs Without Service Forms

❌ Invoice Work Orders With Zero Service Items

User Abilities

❌ View Other Users' Work Orders

❌ View/Create Unassigned Work Orders

✅ View Own Time Card Report

Result

Users can:

• See only assigned work
• Complete required documentation
• Maintain accurate invoicing
• View personal time records

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Collaborative Technician or Sales Role

For users who need broader visibility across customers and work orders.

Mobile App Options

✅ Users Can Turn JIT On/Off

✅ JIT Enabled by Default

✅ Users Can Change JIT Period

Work Order & Task Status

✅ Complete Jobs Without Service Forms (if forms are optional)

Other settings may be configured based on company policy.

User Abilities

✅ View Other Users' Work Orders

✅ View Entire Customer Base

✅ View Unassigned Work Orders

Result

Users can:

• Access customer history
• Collaborate with team members
• View broader scheduling information
• Create quotes and assist customers more effectively

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Best Practices

• Use Just-In-Time Loading to improve mobile performance.
• Restrict customer visibility when technicians only need access to assigned work.
• Require service forms if documentation is critical to your workflow.
• Require service items before invoicing to improve billing accuracy.
• Disable Field Worker Invoicing and Quoting if pricing should remain confidential.
• Periodically review user role permissions to ensure users only have the access they need.

By carefully configuring these settings, administrators can create either highly restricted field technician roles or broader collaborative roles that support sales, management, and team-based operations.