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Selecting the Correct SiteOwl User Roles

Neil Vora
Neil Vora
  • Updated

 

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
  1. Has complete rights to manage your Headquarters information.
     
  2. Only those who will be managing your Headquarters Users should be assigned this role.
     
  3. 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
  1. 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
  1. Has limited rights at the Headquarters level and can only access Accounts to which they have been assigned.
     
  2. 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
  1. Has limited rights at the Headquarters level and can only access Accounts to which they have been assigned.
     
  2. 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.

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
  1. Gives the User complete control of the Account.
     
  2. 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
  1. Controls the User's level of access to Design and Installation Projects.
     
  2. 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)
  1. Controls the User’s level of access to Live Sites.
  2. 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
  1. Automatically has access to all Projects and will not need to be assigned to individual Projects.
     
  2. Can access and manage all aspects of Projects, including Plan Library entries.
     
  3. 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
  1. Can only access Projects to which they have been assigned as a User.
     
  2. Has complete management rights to Devices/Tasks.
  • Lead Installation Technician
Technician Technician
  • Access assigned Projects
  • Edit existing Project Devices and Tasks
  1. Can only access Projects to which they have been assigned as a User.
     
  2. Cannot create, archive, delete, or relocate Devices/Tasks.
     
  3. 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
  1. 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
  1. Access all Live Sites
  2. Create, edit, and remove Plans in the Plan Library
  3. Add and remove Users from Live Sites
  4. Create, edit, and remove Live Devices
  5. Create, edit, and remove Audits
  6. Create, edit, assign, and remove Tickets
 
  1. Has access to all Live Sites.
     
  2. Can manage all aspects of Live Sites, including Plan Library entries.
     
  3. 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
  1. Has access to all Live Sites.
  2. Has complete management rights to Live Devices, Audits, and Tickets.
  • Service Coordinator
Technician Technician
  1. Access assigned Live Sites
  2. Edit existing Live Devices
  3. View, comment, and update status of existing Tickets
  4. Edit existing Audits
 
  1. Can only access Live Sites for Buildings to which they have been assigned a Ticket.
     
  2. Cannot create, archive, delete, or relocate Devices.
     
  3. Can only edit the information of existing Devices.
  4. Cannot create or close Tickets.
  5. Can only edit the Tickets to which they have been assigned.
  6. Cannot create Audits.
  7. 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
  1. Can only access the Live Sites to which they have been assigned.
  2. 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
 
 
 

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