What roles are available in WorkZen?

WorkZen offers five roles: Admin (full access to everything), Manager (broad access with team oversight), Technician (field-focused access to assigned jobs and clients), Viewer (read-only access for stakeholders), and Subcontractor (limited access to their own assigned work only).

Can I customize what each role can see and do?

Each role comes with a carefully designed set of permissions that match the typical needs of that position. The role system is designed to give each team member exactly what they need for their job function while protecting sensitive business data.

How do I invite team members?

Go to Settings > Team, click Invite, enter their email, and select their role. They receive an email invitation to create their account. Once they log in, they see a dashboard tailored to their role with immediate access to the mobile app.

Can technicians see pricing and financial information?

By default, the Technician role focuses on job execution - schedules, client details, job notes, and checklists. Financial details like invoice totals and payment history are visible to Admin and Manager roles who need that information for business operations.

What's the Subcontractor role for?

Subcontractors are external workers you hire for specific jobs. The Subcontractor role gives them access only to the jobs assigned to them - they can't see your client list, pricing, other team members' schedules, or any business data. It's a locked-down view that protects your business relationships.

Can I change someone's role after they've joined?

Yes. Promote a technician to manager or adjust roles as your team structure evolves. Role changes take effect immediately - the team member's dashboard and accessible features update the next time they load the app.

How many team members can I have?

The free-forever plan supports up to 2 team members. Paid plans include unlimited team members, so growing your crew doesn't mean growing your software bill proportionally.

Can team members use both the web app and mobile app?

Yes. Every team member has access to both the web dashboard and the mobile app with the same login credentials. The mobile app is optimized for field work, while the web dashboard provides the full management view.

Team Management: Roles, Permissions, and Getting Everyone on the Same Page

A service business with three employees and a service business with thirty have the same fundamental challenge: making sure every person has the information they need to do their job, and nothing more. The office manager needs financial data. The technician needs job details and client addresses. The subcontractor needs only their assigned work. When everyone sees everything, confusion follows. When people can't find what they need, frustration builds.

WorkZen's role-based system solves this by giving each team member a view of the business that matches their responsibilities. It's not about restricting access - it's about removing noise so people can focus on what matters.

Understanding the Five Roles

Admin: The Full Picture

Admins see and control everything. Company settings, financial reports, team management, all client data, every job ever created. This role is for business owners and operations managers who need complete visibility. With great power comes great responsibility - and a very busy dashboard.

Manager: Operational Command

Managers have broad access to day-to-day operations. They can create and assign jobs, manage the schedule, view financial summaries, and oversee team performance. They don't typically need access to company billing settings or integration configurations. Think of the Manager role as "everything the business needs to run today."

Technician: Field-Ready Focus

The Technician role is deliberately streamlined. Your field team sees their assigned jobs, client contact details, job notes, checklists, and the ability to update job status and add notes from the field. They don't need to see your pricing strategy, outstanding accounts receivable, or other technicians' performance metrics.

This focus isn't about trust - it's about effectiveness. A technician looking at a cluttered dashboard full of irrelevant data is slower than one looking at a clean list of today's jobs with all the details they need to execute.

Viewer: Eyes Without Hands

The Viewer role provides read-only access. It's designed for stakeholders, partners, or part-time office staff who need to see what's happening without the ability to change anything. They can look up client information, check job statuses, and review schedules - but they can't create, edit, or delete records.

Subcontractor: Controlled Collaboration

Subcontractors are the tightest role. They see only the jobs assigned to them. They can't browse your client list, view your pricing, access other team members' schedules, or see any business metrics. When the job is done, they update the status and move on. Your business data stays your business data.

This role exists because subcontractors are a reality in the service industry. You need them to have enough information to complete the work, but they're not employees - they don't need (or deserve) access to your entire operation.

Setting Up Your Team Structure

Start by inviting your core team with appropriate roles. Most small businesses have one or two admins (owners), a manager (office lead), and technicians. As you grow, the role structure scales with you.

The key is matching the role to the function, not the person's seniority. A 20-year veteran technician who doesn't handle billing still gets the Technician role - not because they're less valued, but because that's the view that serves their work best. An office coordinator who manages scheduling and client communications gets the Manager role because that's the access they need.

The Mobile App Experience by Role

Each role gets a mobile experience tailored to their needs. Technicians see their daily schedule, job details, and navigation to client addresses. Managers see the team's schedule and can reassign work on the fly. Admins have full access from their phone when they need it.

This role-aware mobile experience is critical for service businesses where half the team is never in the office. Your technicians shouldn't need a training course to use the app - when they open it, they see their jobs for the day, and that's exactly what they need.

Growing Your Team

As your business grows, WorkZen grows with you. Adding new team members is a two-minute process: invite, assign role, done. The new hire logs in and immediately has access to what they need. No complex onboarding configurations, no IT department required.

The businesses that scale smoothly are the ones where adding person number twenty feels as simple as adding person number three. Clear roles, consistent permissions, and a system that handles the complexity so your team doesn't have to.