This guide explains how user roles, permissions, and billing tiers work in ShopView so you can assign the correct access to each staff member. Roles determine what a user can do, while billing tiers determine the cost and base limitations of their account.
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Billing tiers define the type of user in your subscription. Permission roles define what they can access. Full Users can be assigned any permission role. Office Users and Timeclock Users have fixed limitations built into their tier and cannot act as Full Users. Administrators, Service Advisors, Foremen, and Technicians are all Full User roles. Office User and Timeclock User are limited-access tiers with restricted capabilities.
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Administrators have unrestricted access to all areas of ShopView. They can manage staff, modify system settings, adjust labor rates, assign taxes, update pricing matrices, view all reports, and work with any module including Work Orders, Scheduling, Parts, Customers, and Billing. Administrators can also clock into jobs if timeclock access is enabled on their profile. This role is suited for owners, service managers, shop managers, or anyone responsible for system configuration and oversight.
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This role handles most operational tasks but cannot access Reports or Admin settings. Service Advisors in this category can manage customers, create and edit work orders, update job information, request and apply parts, and record payments. They cannot modify system configuration. Ideal for Service Advisors who manage workflow but do not require administrative or reporting privileges.
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This role functions the same as “Service Advisor – No Reports” with one important limitation: they cannot view unpaid balances or apply payments for customers on credit terms. They can still apply payments for COD accounts. This role is typically used for parts technicians, shop foremen, or advisors who handle workflow but should not access financial details related to credit customers.
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Foremen have operational access with moderate restrictions. They cannot access Parts management, Reports, Admin settings, Parts tab, or the Finance tab of Work Orders. They cannot open the Edit Customer window for rate changes, credit limits, or financial adjustments. They can manage the Scheduler, create customers and work orders, pick inventory parts, and view work order progress including job stats such as costs and pricing. This role is ideal for lead hands or senior technicians who supervise daily shop activity.
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Technicians have limited operational access focused entirely on performing work. They cannot access Reports, Admin settings, customer financial information, or Parts management. They cannot edit customers. Technicians can request parts, add repair lines for approval, apply inventory parts, write stories, and clock in and out of work orders and departments. They can view their own tech time but cannot view estimated job time or full pricing. This role is intended for service technicians performing hands-on work.
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Office Users are limited-access, view-focused accounts. They can view Reports, view Admin settings, and apply payments to invoices. Office Users are not allowed to create or edit work orders, clock into jobs, or modify system configuration such as employees, labor rates, or mapping settings. They can clock into departments if time clock is enabled. They are suitable for bookkeeping, accounting, HR, or administrative staff who need visibility but should not interact with operational modules.
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Timeclock Users can clock in and out of internal departments only. They cannot view or interact with Work Orders, Invoices, Scheduler, Reports, Parts, or Admin settings. This tier is designed for shop helpers, cleaners, parts runners, or support staff who only need time tracking without interacting with any operational tools.
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Users must be enrolled in departments to clock into them. Technicians and Timeclock Users need department assignments for internal tasks such as Shop Cleanup, Maintenance, or Parts Run. Administrators and Service Advisors can also clock into departments if time clock access is enabled.
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Technicians can create or request new work order lines, but these require approval from a Foreman, Service Advisor, or Administrator before becoming active. This ensures pricing, parts, and work descriptions are reviewed and authorized.
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Select the lowest level of access needed for each staff member. Full Users should be assigned when a user needs to create work orders, clock into jobs, manage workflow, or participate in operational tasks. Office Users should be used for staff who need reporting or payment visibility without operational interaction. Timeclock Users should be used when staff only need to track internal time. Administrators should be limited to those responsible for configuration and financial oversight.
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Review staff permissions regularly to ensure access matches their responsibilities. Limit Admin access to essential personnel. Enable time clock features only for users who need to clock into work orders or departments. Reassign roles when job duties change to maintain a secure and organized workflow.

FAQ:

Q: What is the price for ShopView users?

A: Our sales team would love to chat with you and provide you with pricing based on your needs. Please book a demo to learn more!