CRM role based permissions

Admin, Owner, Manager, Technician, and Client roles each see exactly what they need. Row-Level Security enforces data access at the database level the UI.

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A short tour of the screens this page describes. It is filmed with our demo pest control company, and every trade runs on the same screens.

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Natalia, Pink Upholstery Cleaning
“We run every customer conversation through Smarfle. Texts, emails and reminders are in one place, our customers love paying with Apple Pay, and when we are busy or closed the text bot answers new leads for us.”
Natalia, owner of Pink Upholstery Cleaning, Orlando, FL

When everyone sees everything

Service businesses with multiple team members need clear boundaries between who can see and do what.

Everyone Sees Everything

In a shared spreadsheet or basic CRM, every employee can see client payment details, revenue numbers, and other team members' performance. Sensitive financial data should only be visible to business owners.

Technicians Distracted by Irrelevant Data

Field workers forced to navigate through invoicing, billing, and client management screens waste time finding the one page they actually need: their daily job list.

No Way to Limit Manager Authority

Managers need to create work orders and manage clients, but they should not change billing settings or invite new team members. Without role-specific permissions, businesses choose between too much access or too little.

How role permissions cascade

  1. 1

    Owner Creates the Organization

    When a business registers, the first user automatically gets the Owner role with full access to every feature including billing, team management, and all CRM operations.

  2. 2

    Invite Team Members with Specific Roles

    Owners invite managers and technicians from the Team page. Each invitation assigns a specific role that determines what the new member can see and do across the entire CRM.

  3. 3

    Each Role Gets a Tailored Experience

    Technicians see a streamlined dashboard with only their assigned jobs, a map, and status actions. Managers get operational tools without billing access. Clients see only their own work orders and invoices.

  4. 4

    Database-Level Security Enforces Access

    Row-Level Security policies on every table use SECURITY DEFINER helper functions to verify the user's role before returning any data. This protection works even if someone bypasses the UI.

What each role can and can't do

Owner Dashboard and Full Control

There are five roles, admin, owner, manager, technician and client. Owners see business-wide metrics, manage all clients, work orders and invoices, control billing and subscriptions, invite team members, and configure every setting in the CRM.

Manager Operations View

Managers access the org dashboard, create and edit clients, services, and work orders, view invoices and reports, and access the team page to invite technicians. Billing and subscription settings are hidden.

Technician Field Dashboard

Technicians see only their assigned work orders on a dedicated dashboard with an interactive map. Quick status actions let them mark jobs in progress or complete from the field. Client access is read-only and filtered to their assigned clients.

Client Portal Access

Clients log into a branded portal showing only their own work orders, invoices, photos, and subscriptions. They can send messages to the business but have zero visibility into other clients or internal operations.

Role-Specific Sidebar Navigation

The sidebar dynamically adjusts based on role. Technicians do not see invoices or branches. Managers do not see billing or subscription pages. Clients see only portal navigation. No confusing menu items.

Server-Side Role Guards

Every server action validates the user's role before executing. A technician calling an owner-only API endpoint receives an access denied error. Protection works at both the page and action level.

How each trade divides the work

The service businesses that get the most out of this feature, and the specific way each one uses it.

Law FirmParalegals see matter data, but not partner billingMedical & DentalFront desk, hygienists, and providers see only their relevant dataManaged ITTier-1 / tier-2 / engineer access to client systemsHVACTechs see only their own jobs, not all financials

Owner, manager, technician, three views

See how different roles experience the CRM, from an owner managing the full business to a technician viewing their daily job list.

284 clients

Total Clients

47200.00

Monthly Revenue

12 users

Team Members

  • Full CRM Access

    All clients, work orders, invoices, reports, and settings

    Owner

  • Billing and Subscription Management

    Stripe Connect, subscription tiers, usage meters

    Exclusive

  • Team Invitations

    Invite managers and technicians with role assignment

    Enabled

  • Organization Settings

    Company details, branding, API keys, AI configuration

    Full Control

Permission questions

What are the five role types and who should use each one?

Admin is for Smarfle platform operators. Owner is for business founders who need full access. Manager is for office staff handling daily operations. Technician is for field workers who need only their job list. Client is for customers accessing their portal.

Can a manager see financial data like revenue and invoice totals?

Managers can view invoices and reports including revenue charts. However, they cannot access billing settings, subscription management, or Stripe configuration. Financial visibility is operational, not administrative.

How is data access enforced beyond the UI?

Every database table has Row-Level Security policies that use SECURITY DEFINER helper functions to check the user's role and organization. Even direct API calls or database queries respect these policies. The UI hides menus, but the database enforces the rules.

Can I customize what each role can see?

The five roles have fixed permission sets designed for service businesses. Owners see everything, managers handle operations, technicians see their jobs, and clients see their own data. Custom role creation is not currently supported, but the existing roles cover standard service business workflows.

What roles cost

All Tiers

Role-Based Access on Every Plan

All five role types are available on every subscription tier. Seat limits vary by plan: Solo is a single seat, Starter allows 5 users, Professional allows 10, and Business allows 30.

Included in all plans

View all plans

What a role reaches

Team ManagementInvite and manage team members from the Team page with role assignments, temporary passwords, and tier-based seat enforcement.Client Self-Onboarding PortalThe Client role powers the self-service portal where customers register, track jobs, and pay invoices through a branded interface.Job and Work Order ManagementWork orders are the core entity that connects roles. Owners create them, managers assign them, technicians complete them, and clients track them.

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