Roles & Permissions

Roles decide what each person can see and do in MaidCentral Pulse. The Roles & Permissions page shows every role in your company and the full list of permissions behind it. If your company uses custom roles, you can fine-tune their permissions here with simple on/off toggles.

Who Can Access This

Role	Access Level
Super Administrator	Manage roles
Administrator	Manage roles
Office, Sales, HR Admin, Payroll Admin	No access
Technician	No access

note

If you don't see this page in Settings, your role may not have permission. Contact your administrator.

Overview

Every user in your company is assigned a role, and every role carries a set of permissions. A permission is a single ability, like viewing customers or editing invoices. This page lets you see exactly which permissions each role includes.

Roles come in two kinds. System roles are built in, fixed, and identical for every company. Custom roles, where your company has them, can be tailored to fit how your team works.

How to Open Roles & Permissions

1. Click Settings (the gear icon in the sidebar). You can also press Ctrl+, on Windows or ⌘, on Mac.
2. Select Administration in the settings sidebar.
3. Click Roles & Permissions.

How to Find a Role

The left panel lists every role in your company.

1. Type a name or keyword in the Search roles... box.
2. The list filters by role name and description as you type.
3. Click a role to open its details.

System roles are easy to spot. They show a lock icon and a System badge with a Read-only pill. Custom roles have no lock icon and can be edited.

How to View a Role's Permissions

1. Click any role in the left panel.
2. The detail view opens with a summary line like "12 permissions enabled."
3. Scroll through the permission categories below the summary.

Permissions are grouped into collapsible categories, such as customers, scheduling, or invoicing. Each category header shows a count like "3 of 5 enabled" so you can scan coverage at a glance. Click a category to expand it and see each permission inside.

For system roles, each permission shows a check mark or an X. A check means the role has that permission, and an X means it does not. These marks are read-only because system roles cannot be changed.

How to Edit Permissions on a Custom Role

Custom roles show toggle switches instead of check marks. Each toggle controls one permission.

1. Click the custom role in the left panel.
2. Expand the category that contains the permission you want to change.
3. Flip the toggle on or off.

The change saves immediately — there is no separate save button. A toast confirms each change with "Permission added" or "Permission removed."

Each category header also has its own switch. Flipping the category-header switch enables or removes every permission in that category at once. This is a fast way to grant or clear a whole area, like all customer permissions.

warning

Toggle changes take effect as soon as you flip them. Double-check which role you selected before making changes, since everyone assigned that role is affected.

Why is a permission missing from Roles & Permissions?

A permission only appears, and can only be added to a role, when your own role includes it and its feature is turned on for the location you are working in. You can't give anyone a permission you don't have yourself, so if your role doesn't include it, ask someone whose role does. Features are switched on or off for each location, and permissions control what each role can do within the features that location has. When a feature is off, its permissions don't appear on this page and can't be added to a role or given to a person. Custom roles keep any of these permissions they already had, so turning the feature back on shows them here again. To find a missing permission, check the feature first under Settings → Integrations & System → Pulse Features, then refresh this page.

System Roles vs. Custom Roles

Type	Examples	Can You Edit It?
System role	Administrator, Office, Sales, Technician, plus the HR Admin and Payroll Admin add-ons	No — fixed and identical for every company
Custom role	Roles created for your company's specific needs	Yes — permissions can be tailored with toggles

The system roles match the role groups in MaidCentral V2:

• Administrator: full office access, including invoicing, running and closing payroll, email template editing, and labor cost figures.
• Office: day-to-day office work such as scheduling, customers, timesheets, and time-off approvals. No invoicing, payroll, or technician pay.
• Sales: everything Office has, plus refunds and the Revenue Production Planning and Kiosk Dashboard reports.
• Technician: the technician portal.
• HR Admin (add-on): adds employee notes and the comments technicians write on time-off requests.
• Payroll Admin (add-on): adds the payroll reports, Week in Review, and technician pay (pay rates, pay structure, additional pay, tax details, and pay amounts on timesheets).

An add-on can be given to someone alongside their main role. For example, an Administrator who also reviews payroll reports and technician pay needs the Payroll Admin add-on, because Administrator on its own does not include them.

Who can give which role

You give someone a role from their technician profile, in Manage Roles. Who can give what follows MaidCentral V2:

You are	You can give
Group Administrator	Group Administrator, Sales, Administrator, Office, Technician, and the HR Admin and Payroll Admin add-ons
Administrator	Administrator, Office, Technician

Only a Group Administrator can add or remove HR Admin and Payroll Admin. Group Administrator includes both add-ons. When an Administrator changes someone's role, the person keeps any add-ons they already have, unless the new role is Technician only. A technician has no add-ons.

Every role except Technician requires two-factor authentication. Giving someone one of those roles turns on two-factor authentication for their login.

System roles give every company a consistent, reliable baseline. Custom roles let you shape access around your team. For example, a custom role could allow scheduling access without payroll access.

Newer permissions on existing custom roles

Some abilities now have their own permission instead of coming with a broader one. A custom role created before these permissions existed does not have them until you turn them on:

Permission	What it allows
Cancel Jobs	Cancel jobs, including Cancel All Future and bulk cancel on the Dispatch Board
View Job Pricing	See bill rates, fee splits, room fees, and the pricing breakdown in a job's details
View Pay and Tax / Edit Pay and Tax	See or change pay rates, pay structure, additional pay, tax details, and date of birth
View Employee Notes / Edit Employee Notes	See or change the HR notes kept on an employee
View Timesheet Pay / Edit Timesheet Pay	See or change pay amounts on timesheets
View Time-Off Comments	See the comments technicians write on time-off requests
View Week in Review	Open the Week in Review report
View Labor Cost	See labor cost and pay figures in reports and analytics
View Invoicing Workspace	Open the Invoicing workspace

If someone with a custom role can no longer do one of these things, turn on the matching permission for their role.

You can only turn on a permission that your own role includes. A plain Administrator can turn on Cancel Jobs, View Job Pricing, View Timesheet Pay, View Labor Cost, View Invoicing Workspace, and View Revenue Production Planning. The pay, Week in Review, and timesheet pay editing permissions need someone with the Payroll Admin add-on. The employee notes and time-off comment permissions need someone with the HR Admin add-on.

Tips and Best Practices

• Review roles before troubleshooting access issues. When someone cannot see a page, their role's permissions are the first place to look.
• Use the category counts to audit quickly. A header like "0 of 8 enabled" tells you a role has no access to that area.
• Grant the least access that gets the job done. Fewer permissions mean fewer surprises and better security.
• Use the category-header switch carefully. It changes every permission in the category at once, which is powerful but easy to overdo.
• Test with a real account after changes. Ask someone with the edited role to confirm they see what you expect.
• Check the Audit Log after big permission changes. It records what changed and who changed it.

Troubleshooting

Issue	Solution
The toggles will not move	You selected a system role. System roles are read-only and show check marks instead of toggles.
A permission I expected is missing from the list	Either your own role doesn't include it, or its feature is turned off for this location. If your role doesn't include it, ask someone whose role does. If the feature is off, turn it on under Settings → Integrations & System → Pulse Features, then refresh.
I changed a permission but the user sees no difference	Ask the user to refresh the page or sign out and back in so the change applies.
I flipped the wrong toggle	Flip it back. Each toggle saves on its own, so reversing it restores the previous state.
A change fails with "You cannot grant permission … because you do not hold it"	The role has a permission your own role doesn't include, such as a payroll or HR permission. Ask someone with the Payroll Admin or HR Admin add-on, or a Group Administrator, to make the change.
I don't see any custom roles	Your company may only use the built-in system roles.
Roles & Permissions is missing from Settings	This page requires administrator-level access. Contact your administrator.

Related Articles

• User Management — Look up user accounts and control sign-in access
• Audit Log — Review a history of changes made across your company
• Integrations, System, and Access Control — Overview of the settings area that includes role administration
• Teams — Organize technicians into service teams