Selecting the Correct SiteOwl User Roles

Overview

This guide provides detailed information about SiteOwl User Roles and recommendations for the best roles to assign to common user types. Since every SiteOwl Headquarters is unique, some of these recommendations may not apply to your organization. If you have questions or need further guidance, please send an email to support@getsiteowl.com.

Prior to setting up access for your users, it’s recommended you complete the SiteOwl Administration training course.

Headquarters Users: Role Assignment Examples

Each Headquarters User is assigned a role which controls the actions they can take in the Headquarters Account. Keep in mind that the employees of the Headquarters should always be set up as a Headquarters User first, then assigned the appropriate privileges at the Account level, which we will describe later.  The table below lists each Headquarters User Role along with its detailed rights and a general description as it relates to typical employee types. The table also shows which User License Type (Business or Technician) is required for the role. This will help to ensure you have the sufficient quantity and type of User Licenses available to use SiteOwl as you require.

Headquarters User Roles Overview

Role	User License Type	Rights	Description	Typical User Type/Title
Administrator	Business	Create, edit, and remove Accounts Edit Headquarters information Create, edit, and remove Headquarters Users Assign headquarters Users to Accounts and Projects Access assigned Accounts and Projects	Has complete rights to manage your Headquarters information. Only those who will be managing your Headquarters Users should be assigned this role. Most organizations will have 2-3 Administrator Users.	Office Manager Operations Manager Service Manager Installation Manager
Coordinator	Business	Create new Accounts Access assigned Accounts and Projects	Users with this role can grant access to any Account, including giving themselves access but they cannot remove Accounts.	Sales Representatives Sales/Design Engineering Manager Project Manager Service Coordinator
Staff Member	Business	Access assigned Accounts and Projects	Has limited rights at the Headquarters level and can only access Accounts to which they have been assigned. At the Account level they can be given any Account Role, allowing them to perform account coordination, management and administration.	Sales/Design Engineer Project Coordinator Service Coordinator
Technician	Technician	Access assigned Accounts and Projects	Has limited rights at the Headquarters level and can only access Accounts to which they have been assigned. At the Account level they can only be assigned the Lead Technician or Technician Roles for Projects and Live Sites.	Lead Technician Installation Technician Service Technician

A Headquarters User who is a Technician should only ever be assigned the Lead Technician Role or lower (Technician or View Only) at the Project level.
Similarly, a Headquarters User should only be assigned the Agent Role or lower (Technician or View Only) at the Live Site level, as the Agent Role for Live Sites is seen to be equivalent to the Lead Technician Role for Projects.

Account Role Types Overview

When adding a Headquarters User of any type to an Account, you must define their role and level of access. There are 3 Role Types to consider. Depending on the user's job function, it's important to determine what Account Role is most appropriate and what level of access to Projects and Live Site data the user will need.

Role Type	Description
Administrator Role	Gives the User complete control of the Account. When selected, the User is automatically assigned the Project Role and Live Site Role of Manager, which is the highest level of access.
Project Role	Controls the User's level of access to Design and Installation Projects. You'll select the appropriate Project Role for the User. See the Project Role table below for options and details of each.
Live Site Role (if licensed)	Controls the User’s level of access to Live Sites. You'll select the appropriate Live Site Role for the User. See the Live Site table below for options and details of each.

Project Role Overview

The table below lists each Project Role along with its detailed rights and a general description as it relates to typical employee types working with Design and Installation Projects. Keep in mind that not every business operates in the same way and you may need to adjust permissions. If a user has responsibilities in multiple areas, you may need to assign them the higher level Role. The table also shows which User License Type (Business or Technician) is required for the role. This will help to ensure you have the sufficient quantity and type of User Licenses available to use SiteOwl as you require.

Role	User License Type	Rights	Description	Typical User Type/Title
Manager	Business	Access all Projects Create, edit, and remove Plans in the Plan Library Create, edit, and remove Projects Add and remove Users from Projects Create, edit, and remove Project Devices/Tasks	Automatically has access to all Projects and will not need to be assigned to individual Projects. Can access and manage all aspects of Projects, including Plan Library entries. Has complete management rights to Devices/Tasks.	Office Manager Operations Manager Installation Manager Sales Manager Sales/Design Engineering Manager Sales Representatives Project Manager and Coordinator
Lead Technician	Technician	Access assigned Projects Create, edit, and remove Project Devices and Tasks	Can only access Projects to which they have been assigned as a User. Has complete management rights to Devices/Tasks.	Lead Installation Technician
Technician	Technician	Access assigned Projects Edit existing Project Devices and Tasks	Can only access Projects to which they have been assigned as a User. Cannot create, archive, delete, or relocate Devices/Tasks. Can only edit the information of existing Devices/Tasks.	Installation Technician Subcontractor Project Manager Subcontractor Installation Technician
View Only	No License Required as long as User works for the end-user where they are assigned.	View-only access to assigned Projects	Can only view Projects to which they have been assigned as a User.	End-User stakeholder General Contractor

A Headquarters User who has been assigned the Technician Role level should only be assigned the Lead Technician Role or lower (Technician or View Only) at the Project level. 

Live Site Roles Overview

The table below lists each Project Role along with its detailed rights and a general description as it relates to typical employee types working with the Live module. Keep in mind that not every business operates in the same way and you may need to adjust permissions. If a User has responsibilities in multiple areas, you may need to assign them the higher level Role. The table also shows which User License Type (Business or Technician) is required for the Role. This will help to ensure you have the sufficient quantity and type of User Licenses available to use SiteOwl as you require.

Role	User License Type	Rights	Description	Typical User Type/Title
Manager	Business	Access all Live Sites Create, edit, and remove Plans in the Plan Library Add and remove Users from Live Sites Create, edit, and remove Live Devices Create, edit, and remove Audits Create, edit, assign, and remove Tickets	Has access to all Live Sites. Can manage all aspects of Live Sites, including Plan Library entries. Has complete management rights to Devices, Audits, and Tickets.	Service Manager
Agent	Business	Access assigned Live Sites Create, edit, and remove Live Devices Create, edit, and remove Audits Create, edit, assign, and remove Tickets	Has access to all Live Sites. Has complete management rights to Live Devices, Audits, and Tickets.	Service Coordinator
Technician	Technician	Access assigned Live Sites Edit existing Live Devices View, comment, and update status of existing Tickets Edit existing Audits	Can only access Live Sites for Buildings to which they have been assigned a Ticket. Cannot create, archive, delete, or relocate Devices. Can only edit the information of existing Devices. Cannot create or close Tickets. Can only edit the Tickets to which they have been assigned. Cannot create Audits. Can only edit existing Audits.	Service Technician Subcontractor Service Technician
View Only	No License Required as long as user works for the Account where they are assigned.	Access assigned Live Sites View existing Live Devices View existing Audits View existing Tickets	Can only access the Live Sites to which they have been assigned. Can only view information for Live Devices, Audits, and Tickets.	End-User stakeholder

A Headquarters User who has been assigned the Technician Role at the Account level should only be assigned the Agent Role or lower (Technician or View Only) at the Live Site level. The Agent Role for Live Sites is seen to be equivalent to the Lead Technician Role for Projects.

Typical Role Assignments for Common Users Types

The table below lists the typical Roles assigned to some of the most common Business User License types:

User Type/Title	Headquarters User Role	Project Role	Live Site Role
Operations Manager	Administrator	Manager	Manager
Project Manager	Coordinator	Manager	View Only

The table below lists the typical Roles assigned to some of the most common Technician User License types: 

User Type/Title	Headquarters User Role	Project Role	Live Site Role
Installation Technician	Technician	Lead Technician	Technician
Service Technician	Technician	Technician	Agent

• Related Articles

• Managing Headquarters Users

  As a Headquarters Administrator or Coordinator, you have the ability to manage your Headquarters Users (your employees) who'll work in SiteOwl and give them access to selected Accounts and Projects. For help adding and managing your Account Users ...

• Correcting User Accounts (Headquarters Users vs Account Users)

  Overview Only users with Administrator level access can perform the following actions. The training course, SiteOwl Administration, outlines the two ways in which users should be created in the system. Determining which method depends upon the type ...

• Managing Subcontractors and Non-Employee Users

  What's in this Article? Steps for adding and configuring subcontractors and other type of non-employee users. These users are typically not your direct employees. For help adding and managing your Headquarters Users (direct employees), see: Managing ...

• SiteOwl Customer Portal Access Guide

  Introduction The SiteOwl Customer Portal enables customers to securely manage their payment information, process transactions effortlessly, and access detailed financial statements. 1) Receiving the Invitation The Customer Portal invitation is sent ...

• Removing a User

  Overview This article describes the steps to remove a User from your Integrator Account. Note that you must have Integrator Administrator access to perform this action. Remove a User from your Integrator Account From the Headquarters at the top ...