Role-Based Permissions Reference

Overview

MyApprentice uses a role-based access model. Each user is given a role, and the role controls what they can see and do across the platform. This article summarises the default permissions for each role, what an Apprentice can and cannot do, and where the Business Owner can change role-level permissions.

Who uses this feature

All users benefit from understanding their role. The Business Owner is the only role that can change permissions.

When to use this feature

• You want to know what your role can do.
• You are setting up a new team member and choosing the right role.
• You want to adjust default permissions for a role.

What you can do with this feature

• Understand the six roles and what each is designed for.
• See the default permission matrix.
• Know which restrictions apply to Apprentices.
• Locate the Business Settings area where the Business Owner adjusts permissions.

How the feature works

The six roles

Role	Purpose
Business Owner	Full control of the business account. Sees and does everything including billing, permissions, and settings.
Supervisor	Operational management. Manages jobs, teams, and schedules within permitted scope.
Tradie	Field worker. Views assigned work, clocks in/out, completes tasks, logs materials.
Apprentice	Field worker with restricted access. Views assigned shifts and completes basic tasks.
Finance	Financial administration. Accesses invoicing, payments, and financial reporting. Business Settings access is scoped to Xero-related items only.
Sole Trader	Single-person business mode. Full access to all features without team management complexity.

Default permissions — Jobs & Quotes

Role	Create	View	Edit	Delete	Notes
Business Owner	Yes	Yes	Yes	Yes	Full access to all jobs and quotes.
Supervisor	Yes	Yes	Yes	Limited	Can create and manage; delete may require Owner approval.
Tradie	No	Assigned only	Limited	No	Views jobs they are assigned to via shifts.
Apprentice	No	Assigned only	No	No	View only on assigned jobs.
Finance	No	Yes	Limited	No	Views jobs for invoicing purposes.

Default permissions — Scheduling

Role	Create Shift	View Schedule	Assign Workers	Delete Shift	Notes
Business Owner	Yes	Full	Yes	Yes	Full scheduling access.
Supervisor	Yes	Team	Yes	Yes	Within their team scope.
Tradie	No	Own only	No	No	Sees own shifts only.
Apprentice	No	Own only	No	No	Sees own shifts only.
Finance	No	View only	No	No	Finance does not schedule but can view for invoicing context (operational visibility).

Default permissions — Invoicing & Payments

Role	Create	View	Send	Mark Paid	Notes
Business Owner	Yes	Yes	Yes	Yes	Full invoicing including Xero.
Supervisor	Limited	Yes	Limited	No	Depends on Owner-set permissions.
Tradie	No	No	No	No	No invoicing access by default.
Apprentice	No	No	No	No	No invoicing access.
Finance	Yes	Yes	Yes	Yes	Full invoicing and payments.

Default permissions — Timesheets

Role	Clock In/Out	View Own	View All	Edit / Approve	Notes
Business Owner	Yes	Yes	Yes	Yes	Approves all team timesheets.
Supervisor	Yes	Yes	Team	Yes	Approves their team.
Tradie	Yes	Yes	No	No	Own time only.
Apprentice	Yes	Yes	No	No	Own time only.
Finance	No	No	Yes	No	Views for payroll / reporting.

Default permissions — Users & Team Management

Role	Invite	View List	Edit Roles	Deactivate	Notes
Business Owner	Yes	Yes	Yes	Yes	Full team management.
Supervisor	No	Yes	No	No	View list only.
Tradie	No	No	No	No	No team management.
Apprentice	No	No	No	No	No team management.
Finance	No	No	No	No	No team management.

Apprentice-specific restrictions

The Apprentice role is designed for team members who are learning on the job and should have supervised, read-heavy access. The following restrictions apply by default:

Feature	Apprentice access
Viewing assigned shifts	Allowed
Viewing job details on assigned shifts	Allowed
Clocking in and out of shifts	Allowed
Completing Shift To-Do’s	Allowed
Creating or editing jobs	Not allowed
Creating or editing quotes	Not allowed
Accessing invoicing or payments	Not allowed
Inviting or managing team members	Not allowed
Viewing other workers’ schedules	Not allowed
Accessing business settings or billing	Not allowed

How the Business Owner adjusts permissions

1. Select Settings (or Business Settings) from the sidebar.
2. Navigate to the Permissions or Roles section.
3. Select the role you want to adjust.
4. Review the list of permission toggles for each feature area.
5. Enable or disable as required.
6. Save changes.

Permission changes apply to all users with that role.

Role-specific notes

• Only the Business Owner can modify role permissions.
• Permission changes are role-wide — if you need a single user to have different access, consider a different role for that person.

Related workflows

• Managing Users, Roles, and Seats
• Configuring Business Settings

Important notes

• The permissions shown here are defaults. Your Business Owner may have customised them for your business.
• If you cannot access something you expect to see, check with your Business Owner.