Roles & Permissions Reference

A capability-by-capability table of what Owners, Admins, and Members can see and do across leads, customers, jobs, financials, payroll, settings, and integrations — plus which role to give a technician, a rep, an office manager, and a bookkeeper.

Written By Support Team

Last updated About 2 hours ago

Rotor has three roles today: Owner, Admin, and Member. You assign a role when you invite someone under Settings → Team, and it controls what they see when they log in on web and on mobile. Role functionality is actively being expanded, with more customizable roles coming in the future.

What is confirmed today

Admin has full visibility into all leads and all customers, access to all settings, and can see all pins and leads on the map.
Member is limited: they see only leads assigned to them or created by them, and only their own pins and leads on the map. They can see company customers, but only full details for customers they personally signed up.
Team management is desktop and web only. You cannot invite or manage team members from the mobile app, though members can use both apps once added.
Seat count depends on your plan and your onboarding agreement. Additional seats can be added.
Only Admins and Owners can configure notifications, and only Owners can configure Member Notifications, which apply to all non-admin members at once rather than individually.
Admins can access Company Timesheets and can edit, override, and insert time entries. All users can view their own time stats.

If a permission matters legally or financially to you — who can see payroll, who can issue refunds — confirm it with support before relying on it.

Roles are not the same as positions

Two different concepts share the word "role" in everyday conversation:

Role (Owner / Admin / Member) controls permissions — what a person can see and change.
Position (technician / salesman / office) controls pay and reporting — which rate types are available in Rate Settings, which category someone clocks into, and how their hours are grouped on timesheets.

A person can be a Member with a technician position and a salesman position at the same time. Changing someone's position does not change what they can see.

Leads and the map

Capability	Owner	Admin	Member
See all company leads	Yes	Yes	No — only leads assigned to or created by them
Create and edit leads	Yes	Yes	Yes, for their own
See all pins and leads on the map	Yes	Yes	No — only their own pins and leads
Bulk assign leads and draw territories	Yes	Yes	Likely no
Configure map pin outcome types	Yes	Yes — settings access	No

Customers

Capability	Owner	Admin	Member
See the company customer list	Yes	Yes	Yes
See full customer details	Yes, all	Yes, all	Only for customers they personally signed up
Export the customer list to CSV	Yes	Yes	Likely limited to visible records
View or add a payment method on a customer	Yes	Yes	Likely only on customers they signed up
Send the client portal link	Yes	Yes	Likely yes for their own customers

Jobs and the schedule

Capability	Owner	Admin	Member
See the full company schedule	Yes	Yes	Likely only their assigned visits
Work a visit: start, pause, finish, add notes and photos	Yes	Yes	Yes, on assigned visits
Add line items and upsells during a visit	Yes	Yes	Yes — the upsell is attributed to whoever is logged in
Assign crews and reschedule other people's jobs	Yes	Yes	Likely no
Schedule pending jobs	Yes	Yes	Likely no

Quotes, agreements, and service plans

Capability	Owner	Admin	Member
Create and send a quote	Yes	Yes	Yes — this is the core rep workflow
See all company quotes	Yes	Yes	Likely only their own
Create a service plan and generate an agreement for signature	Yes	Yes	Yes — required for door-to-door signups
Edit agreement templates, guarantees, and terms	Yes	Yes	No
Change pricing beyond the price book, or apply large discounts	Yes	Yes	Likely yes — there is no documented discount cap by role

Financials

Capability	Owner	Admin	Member
Open the Financials tab: invoices, payments, payouts	Yes	Yes	Expected no
Issue refunds	Yes	Yes	Expected no
See payouts and processing fees	Yes	Yes	Expected no
Trigger an instant payout	Yes	Likely yes	No
Collect payment on a job in the field	Yes	Yes	Likely yes on assigned jobs

Payroll and time

Capability	Owner	Admin	Member
Open Financials → Payroll and see everyone's commission	Yes	Yes	Expected no
Set commission rates and modifiers in Rate Settings	Yes	Yes	No
Run payroll and mark lines paid	Yes	Yes	No
View Company Timesheets for the whole team	Yes	Yes	No
Edit or insert time entries for others	Yes	Yes	No
Clock in and out, and view their own hours	Yes	Yes	Yes

Campaigns, messaging, settings, team, and integrations

Capability	Owner	Admin	Member
Text and call contacts from the inbox and dialer	Yes	Yes	Likely yes, limited to visible records
Build campaigns, workflows, and message templates	Yes	Yes	Expected no
Access all settings — business settings, customization, price book	Yes	Yes	No
Configure notifications	Yes	Yes	No
Configure Member Notifications	Yes — Owner only	No	No
Invite team members and assign roles (web only)	Yes	Likely yes — Admins have all settings	No
Connect Stripe, Housecall Pro, Meta, Zapier; manage API keys	Yes	Likely yes	No
View company-wide analytics and reports	Yes	Yes	Expected no — personal stats only
Cancel the subscription or change plan and seats	Yes	Likely Owner only	No

Which role to give whom

Technician — Member. They need their schedule, their visits, job checklists, notes, photos, and the ability to add upsell line items in the field. They do not need to see every customer's billing history. Give them the technician position so hours and technician commission calculate correctly.
Sales rep or canvasser — Member. Member is designed for this. They see the leads they're working and their own map pins, which keeps the door-knocking data clean and keeps one rep from working another rep's street. Give them the salesman position for commission.
Office manager or dispatcher — Admin. They need the whole schedule, every customer record, invoices, and settings. Anything less and they'll be blocked several times a day.
Bookkeeper or accountant — Admin, with a caveat. There is no finance-only role today, so an Admin seat is the way to give someone Financials access — and it also gives them every setting and every customer. If that's more than you want to hand over, the alternative is to export invoice and payroll CSVs to them rather than giving a login.
Owner. Keep this with the person who actually owns the business and the billing relationship. Don't hand it out for convenience.

Tips

Use Assigned User on customer records deliberately — it controls who has visibility and who is accountable, separately from who gets sales commission.
Use the workflow actions Assign User and Remove User to grant or revoke access to specific records automatically.
Remember Member Notifications are set once for everyone who isn't an Admin. If a setting would be wrong for half your field team, leave it off and use a workflow to notify specific people instead.
Review your seat list quarterly and remove people who have left. A seat you're not using is a seat you're paying for and a login you're not watching.

Congratulations! You can now choose the right role for everyone on your team in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Team Members & Seats — inviting users and managing seats
Notifications — who can configure what
Time Tracking — timesheet permissions
Workflows & Automations — Assign User and Remove User actions

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