Team & roles

Every owner with staff asks the same thing: “my technician should see his jobs, not my accounts; my accountant should see the money, not change the bills.” BizOS answers it with six fixed roles that mean the same thing in every business. You do not build roles or tick permission boxes — you pick the role that fits the person, and BizOS shows them exactly the screens and buttons that role allows.

The six roles

Every member can read Settings → Business → Team & roles → What each role can do, which lists each role's “can” and “cannot” in plain words.

What can each role do?

Owner and Admin hold everything below. For the other four roles:

Owner and Admin only, never any other role: business settings, the WhatsApp connection, integrations setup, document design, importing data, changing anyone's role, buying a plan, API keys and webhooks, exporting the activity log, managing the assistant, and the profit figure on a bill.

What does a field technician see?

A Field technician's data scope is assigned work only. BizOS filters lists, detail pages and every write by that rule:

On a job they can update its status, log time, add materials and photos, take equipment for it, take the customer's sign-off, and collect payment against the job's invoice (cash or UPI QR) and share that invoice's PDF. Anything outside their work simply does not exist for them — opening another job's link shows “not found”, not a permission error. In the mobile app, a field technician gets the field view that opens on My work today.

Who can see money?

Money a role may not see is never sent to its screen. Dashboard money cards (revenue, outstanding, collections, cash, pipeline value) go only to roles with the money desk or reports — so Office staff get the operations dashboard without rupee totals. Cost and purchase prices, margins and stock value go only to the Owner, Admin, Manager and Accountant. Office staff see their own cash drawer and expenses, not anyone else's. See Dashboard.

How do I add someone to my team?

To change someone's role, use the role picker on their row (Owner or Admin). To let one person see everything, give them a role with every-record scope (any role except Field technician) — scope belongs to the role, not the person, so two people with the same role always see the same things.

Deactivating someone

Deactivate on a member's row (Owner or Admin) stops them signing in to this business. Everything they made — jobs, payments, follow-ups, history — stays and stays attributed to them, their seat is freed, and you can Activate them again later. Deactivating signs them out of this business only; if the same person works in another business, that is untouched. Nobody can deactivate the Owner, and you cannot deactivate yourself.

Seats

Active members count against your plan's seats. There are two kinds:

Field technicians sit in field seats first and use an office seat when the field seats are full. If your plan ever has fewer seats than active members, BizOS seats the Owner first, then Admins, then everyone else by the date they joined; the rest show Paused · no seat until you add a seat or deactivate someone. The Owner is never paused. Prices are on Plans & pricing.

Branch-limited staff

If your business uses Branches, the Owner or an Admin can also set where each person works — every branch, or only some. A branch-limited member sees, changes and counts only those branches' records, and new work they create lands at their branch. This sits beside the role: a record must pass both the role's rules and the branch rule. The Owner and Admins are never limited.

Need a role that is not one of the six?

Some teams have a job that does not fit — a salon receptionist, a site supervisor, a sales executive. Use Need a different role? Ask BizOS support on the Team page. BizOS support can make an extra role for your business from the same plain-language access features (never from raw permission switches), with its own data scope. It then appears in your role picker marked “Set up by BizOS support”. Extra roles can never include the Owner/Admin-only items above, and your business cannot edit them.

What changed for existing teams?

Until October 2026, businesses could build custom roles from a permission catalog. That editor is gone. When BizOS moved to the six fixed roles, each member was moved to the closest one — nobody was removed:

• Owner, Admin, Manager and Accountant kept their role and now follow its fixed definition. The Accountant no longer creates or edits invoices.
• Staff who had been making quotations, leads or customers, or replying in the inbox, became Office staff; the rest became Field technicians.
• A preset you had edited, or a custom role with members, became an extra role so nobody silently gained or lost access.
• Anyone whose seat type changed kept their previous seat for 30 days.

The Owner and Admins see a What changed for your team card on the Team page, listing each person's old and new role and anything to check, until someone presses Got it. Every role change, addition and deactivation is recorded in the Activity log.