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How To Manage Roles & Permissions in WorkZen

All plansBeginnerVideo, 1:03Updated August 7, 2026

WorkZen has four roles: admin, manager, technician, and viewer. Assign a role from the user's page with Change Role, and fine-tune what each role can do under Settings > User Roles.

Your newest technician does not need your revenue reports, and your bookkeeper does not need to edit jobs. Roles decide what each team member can see and do, and you can tune each role to fit how your company runs.

The four roles at a glance

RoleBuilt forDefault access
AdminOwnersFull access to all features and settings
ManagerOps leadsManage teams, schedules, and operations, including estimates, invoices, payments, and financial reports
TechnicianField techsAccess to jobs, schedules, and client information, plus checklists and their own time and expenses
ViewerBookkeepers, advisorsRead-only access to company data

Two principles behind the defaults: admins hold the company. Only admins manage users, roles, and company settings. And technicians see their work, not your money. Estimates are visible to them, but invoices, payments, and revenue data are not.

Assign a role to a team member

  1. Go to Users and open the team member.
  2. Click Change Role.
  3. Pick the new role under Select Role, then click Update Role.

The change takes effect immediately. Assigning roles requires the Manage Users permission (admins by default).

Customize what each role can do

Roles are templates you can tune. Go to Settings > User Roles (also reachable from the Manage Roles button on the Users page).

Each role shows its permissions grouped by area: User Management, Schedule Management, Job Management, Financial, Time Tracking, and more. Toggle individual permissions, or use Select All, Deselect All, and Reset per group, then save the role.

Warning

Editing a role changes access for every user in your company who has that role, and it applies immediately. Review the Financial group carefully before saving.

What role assignment changes

A user's role controls navigation (pages they cannot access do not appear), actions (buttons and flows they lack permission for are hidden or blocked), and data (financial figures stay out of reach for roles without financial permissions). The server enforces every permission, so access rules hold on web and mobile alike.

See it in action

Frequently Asked Questions

No. WorkZen ships with four roles. Instead of adding roles, you customize what each of the four can do under Settings > User Roles.
Changing role permissions requires the Manage Roles permission, which only admins hold by default. Assigning a role to a user requires Manage Users, also an admin permission by default.
Yes, immediately. Editing a role updates everyone in your company who has that role, with no sign-out required.
By default they already are. Technicians do not see invoices, payments, or financial reports. If you want to trim further (or grant more), adjust the technician role's Financial and Invoice Management groups under Settings > User Roles.
A viewer reads almost everything, including invoices and financial reports, but manages nothing. A technician does field work, their schedule, jobs, clients, and checklists, without access to invoices or financial data.

This article answers:

  • How do roles work in WorkZen?
  • How do I hide pricing from technicians?
  • What can each role do?
  • How do I change a user's role?
  • Can I customize role permissions?

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