TrueGrade uses role-based access control (RBAC). Every user is assigned exactly one role per organization. Roles determine which features they can access and what actions they can perform.
| Role | Description | Typical User |
|---|---|---|
| Owner | Full access. Can delete the organization, manage billing, and assign any role. One per organization. | Company principal or managing partner |
| Admin | Full access except organization deletion and ownership transfer. | Office manager, IT admin |
| Project Manager | Manage assigned projects: compliance, certifications, cost, field reports, labor, procurement. Cannot access billing or user management. | Project manager, superintendent |
| Estimator | Read/write access to cost intelligence and procurement. Read-only on compliance and field reports. | Estimator, project engineer |
| Field Team | Create and edit daily reports, time entries, and issue reports. Read-only on compliance and cost. | Superintendent, foreman, laborer |
| Viewer | Read-only access across all project data. Cannot create or edit anything. | Client, inspector, executive |
Platform Admin is a system-level role reserved for TrueGrade support staff. Platform admins can access all organizations for support purposes and are not configurable from within your organization.
| Action | Owner | Admin | PM | Estimator | Field Team | Viewer |
|---|---|---|---|---|---|---|
| View subcontractor list | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Add / invite subcontractor | ✓ | ✓ | ✓ | — | — | — |
| Review & verify documents | ✓ | ✓ | ✓ | — | — | — |
| Reject documents | ✓ | ✓ | ✓ | — | — | — |
| Configure alert thresholds | ✓ | ✓ | — | — | — | — |
| Action | Owner | Admin | PM | Estimator | Field Team | Viewer |
|---|---|---|---|---|---|---|
| Create / edit estimates | ✓ | ✓ | ✓ | ✓ | — | — |
| Enter cost actuals | ✓ | ✓ | ✓ | ✓ | — | — |
| View budget reports | ✓ | ✓ | ✓ | ✓ | — | ✓ |
| Upload credit card statements | ✓ | ✓ | ✓ | ✓ | — | — |
| Export to QuickBooks | ✓ | ✓ | ✓ | ✓ | — | — |
| Action | Owner | Admin | PM | Estimator | Field Team | Viewer |
|---|---|---|---|---|---|---|
| Submit daily reports | ✓ | ✓ | ✓ | — | ✓ | — |
| Edit daily reports | ✓ | ✓ | ✓ | — | Own only | — |
| View daily reports | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Create / close issues | ✓ | ✓ | ✓ | — | ✓ | — |
| Annotate drawings | ✓ | ✓ | ✓ | — | ✓ | ✓ (view) |
| Action | Owner | Admin | PM | Estimator | Field Team | Viewer |
|---|---|---|---|---|---|---|
| Submit timesheets | ✓ | ✓ | ✓ | — | Own only | — |
| Approve timesheets | ✓ | ✓ | ✓ | — | — | — |
| Manage crew roster | ✓ | ✓ | ✓ | — | — | — |
| Create pay applications | ✓ | ✓ | ✓ | — | — | — |
An Owner or Admin can change a user’s role from Administration → Users. Select the user and choose a new role from the dropdown. Role changes take effect immediately on next page load.
Downgrading a user’s role (e.g., from Admin to Viewer) is immediate and irreversible without re-assigning manually. Make sure the change is intentional before saving.