Team Roles & Permissions

Understanding the different roles and what each team member can do in WorkSnap Pro.

Overview

WorkSnap Pro uses three roles to control what team members can access and do:

Role	Icon	Description
Owner	Crown (yellow)	Full control of the organization
Admin	Shield (blue)	Team and settings management
Member	Person (gray)	Day-to-day document management

Role Permissions

Owner

The Owner has complete control over the organization.

Full Access To:

• All invoices, estimates, and jobs
• All customer data
• Organization settings
• Billing and subscription management
• Team member management
• Payment processor connections (Stripe, PayPal, Square)
• All reports and exports

Owner-Only Abilities:

• Connect or change where payments are paid out (PayPal, Square, Stripe Connect, Venmo, Cash App, check payee) and affiliate payout details
• Invite Admin users
• Change any user's role
• Remove Admin users
• Transfer ownership to another member
• Cancel the subscription
• Delete the organization

Note: Every organization must have at least one Owner. The last Owner cannot be removed or demoted.

Admin

Admins help manage the team and organization settings.

Full Access To:

• All invoices, estimates, and jobs
• All customer data
• Organization settings (business info, branding)
• Team member management (invite and remove Members)
• Turning payment methods on and off, and the card fee setting (the "Accept PayPal Payments" and "Accept Square Payments" switches on the connected-account cards are Owner-only)
• All reports and exports

Cannot Do:

• Connect or change where payments are paid out (PayPal, Square, Stripe Connect, Venmo, Cash App, check payee): Owner only
• Access billing and subscription settings
• Invite or remove other Admins
• Change users to/from Admin role
• Transfer ownership
• Delete the organization

Member

Members handle day-to-day work like creating invoices and managing customers.

Can Do:

• Create, edit, and send invoices
• Create, edit, and send estimates
• Create and manage jobs
• Add and manage customers
• Log time entries
• Add job photos and notes
• View their own work

Cannot Do:

• Access team settings
• Invite or remove team members
• Change organization settings
• Access billing settings
• View payment processor credentials

Role Comparison Chart

Capability	Owner	Admin	Member
Create invoices/estimates	Yes	Yes	Yes
Manage customers	Yes	Yes	Yes
Manage jobs	Yes	Yes	Yes
Log time	Yes	Yes	Yes
View reports	Yes	Yes	Yes
Organization settings	Yes	Yes	No
Payment methods on/off, card fee (not the PayPal and Square account switches)	Yes	Yes	No
Payout destinations (PayPal, Square, Stripe Connect, Venmo, Cash App, check payee)	Yes	No	No
Invite Members	Yes	Yes	No
Remove Members	Yes	Yes	No
Invite Admins	Yes	No	No
Remove Admins	Yes	No	No
Change roles	Yes	No	No
Billing settings	Yes	No	No
Transfer ownership	Yes	No	No

Choosing the Right Role

When to Use Owner

• The business owner or primary account holder
• Person responsible for billing
• Someone who needs complete control

Most organizations have just one Owner.

When to Use Admin

• Office manager or operations lead
• Trusted employee who helps manage the team
• Partner in the business
• Someone who needs to invite team members but shouldn't access billing

When to Use Member

• Technicians and field workers
• Sales staff creating estimates
• Office staff handling invoicing
• Anyone who needs to do daily work but not manage settings

Your Current Role

To see your role:

1. Look at the team list (Settings > Team)
2. Your name shows with a role badge
3. Or check what menu items you can access

How to Tell Your Role

If You Can Access...	You Are Likely...
Settings > Billing	Owner
Settings > Team (can invite)	Owner or Admin
Only invoices, estimates, jobs, customers	Member

Role Limitations

What Members Can't See

Members have a simplified view:

• No Settings menu (or limited settings)
• No Team management
• No billing information
• No payment processor details

This keeps their interface focused on daily work.

What Admins Can't Do

Admins have most capabilities but with guardrails:

• Cannot access financial controls (billing)
• Cannot elevate anyone to Admin (prevents privilege escalation)
• Cannot remove Owners or other Admins

Data Access

What Everyone Sees

All team members see the same business data:

• All invoices (not just their own)
• All estimates
• All customers
• All jobs

This ensures team collaboration and coverage.

Organization-Wide Data

WorkSnap Pro is designed for team collaboration. There are no per-user data restrictions within an organization. If you need separate data, use separate organizations.

Switching Organizations

If you belong to multiple organizations:

1. Click your profile or organization name
2. Select Switch Organization
3. Choose the organization
4. Your role may differ in each organization

Best Practices

For Business Owners

1. Keep Owner access limited - Usually just yourself or a co-owner
2. Use Admin sparingly - Only for truly trusted managers
3. Default to Member - Most team members need Member role only
4. Review roles periodically - Ensure roles match current responsibilities

For Team Setup

1. Start with Member role - Upgrade if needed
2. Document who has what role - Keep track externally if helpful
3. Train on capabilities - Ensure team knows what they can do
4. Communicate changes - Tell people when their role changes

Security Considerations

1. Limit Owners - Fewer people with full access = less risk
2. Review access - Remove people who leave the company
3. Use appropriate roles - Don't make everyone an Admin
4. Protect billing access - Only Owners see payment details

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