Start from the job, not the title
Job titles vary between companies. List what each person actually does every day, and give access to those actions and the records they touch.
Sales
Sales staff need their own enquiries, the quotation tools and the customer's contact history. They rarely need purchase prices, vendor rates or margin.
Survey and field teams
Surveyors need the jobs assigned to them, the survey form and the ability to upload photos. Installers need the checklist stages they own and the materials issued to their jobs.
Project and operations managers
They need every live job in their area, the delivery stages, documents and material status. They benefit from seeing pending payments on their jobs, so the customer conversation is consistent.
Store
The storekeeper needs the catalogue, stock movements and project issue requests. They do not need customer pricing.
Accounts
Accounts needs claims, receipts, pending balances and exports. Keep the person who raises a claim separate from the person who approves it.
Channel partners
Partners should see only the leads they submitted, their status and their own commission. Keep them in a separate login so internal notes never reach them.
Owners and senior managers
Owners usually need the widest view, including reports across sales, delivery and money, and the ability to review sensitive actions.
Protect cost and margin
Treat internal costing as its own permission. A salesperson who can see margin may concede it, and a customer who overhears the number may ask for it.
Review access regularly
When people change role or leave, update their access the same day. Once a quarter, review who can export data, approve claims and see costing.
Keep this
- Access follows the daily job.
- Costing, approval and export are separate, deliberate permissions.
- Partners are separated from internal data.