Team & Permissions

Team Overview

CallOut WMS allows you to add other people to your account so your team can collaborate on jobs, invoices, and more. You control exactly what each person can see and do by organising users into groups with specific permissions.

Adding Users to Your Account

To invite someone to your account:

1. Go to Users from the sidebar.
2. Click Add User.
3. Enter the person's name, email address, and set a password for them.
4. Assign them to one or more user groups to control their permissions.
5. Click Save. The user can now log in with their email and password.

User Roles

There are two levels of access in CallOut WMS:

• Owner — the person who created the account. The owner has full, unrestricted access to every feature, every setting, and every piece of data. Owner access cannot be limited by permissions.
• Team members — everyone else. Team members can only access the features allowed by the permissions assigned to their group or groups.

Creating User Groups

User groups let you define sets of permissions that you can then assign to one or more users. For example, you might create groups such as:

• Technician — can view their own jobs and mark them as complete, but cannot access invoicing or reports.
• Office Manager — can create and edit jobs, manage customers, handle invoicing, and view reports.
• Viewer — can view jobs and customers but cannot make any changes.

To create a group:

1. Go to Users from the sidebar and click the Manage Groups button.
2. On the Permission Groups page, click New Group.
3. Give the group a name.
4. Select the permissions you want to assign to this group.
5. Click Save.

Available Permissions

Each permission controls access to a specific action or area of the application. When creating or editing a group, you can enable any combination of the following:

Dashboard

• dashboard.view — view the dashboard.

Jobs

• jobs.view — view all jobs.
• jobs.view_own — view only jobs assigned to the user.
• jobs.create — create new jobs.
• jobs.edit — edit existing jobs.
• jobs.delete — delete jobs.
• jobs.complete — mark jobs as complete.
• jobs.assign — assign jobs to other users.

Invoices

These permissions appear under the Invoices module in the group editor (the underlying permission keys use the invoicing.* prefix).

• invoicing.view — view invoices.
• invoicing.create — create new invoices.
• invoicing.edit — edit existing invoices.
• invoicing.delete — delete invoices.
• invoicing.mark_paid — mark invoices as paid.

Quotes

• quotes.view — view quotes.
• quotes.create — create new quotes.
• quotes.edit — edit existing quotes.
• quotes.delete — delete quotes.
• quotes.send — send quotes to customers.

Tenders

• tenders.view — view tenders and the pipeline.
• tenders.create — add new tenders.
• tenders.edit — edit, advance, delete, and convert tenders.

Customers

• customers.view — view customer records.
• customers.create — add new customers.
• customers.edit — edit customer details.
• customers.delete — delete customer records.

Users

• users.view — view the list of users on the account.
• users.create — add new users to the account.
• users.edit — edit existing users' details.
• users.delete — delete users from the account.
• users.manage_groups — create and edit permission groups (required to access the Groups UI at all).

Reports

• reports.jobs — access the jobs report.
• reports.revenue — access the revenue report.
• reports.workers — access the workers report.

Assigning Users to Groups

When you add or edit a user, you can assign them to one or more groups. Simply select the relevant groups from the list. The user's permissions will update immediately.

Group membership is managed from each user's edit screen — the group edit form itself only controls the group's name, description, and permissions, not which users belong to it.

Plan Limits on Users

The number of users you can add depends on your subscription plan:

• Solo — 1 user (the account owner only).
• Small Business — up to 3 users.
• Professional — 10 users included, with the ability to add more at an additional monthly charge per user.

Deactivating Users

If someone leaves your team or no longer needs access, you can deactivate their account rather than deleting it. Deactivating a user:

• Immediately prevents them from logging in.
• Preserves their historical data — jobs they were assigned to, actions they took, and other records remain intact.
• Frees a seat on your plan so you can add a new user without upgrading.

To deactivate a user, go to Users, click on the user, and toggle their active status. You can reactivate them later if needed.