This article lists every permission setting in ShopView and what it allows a user to do. For how to create, edit, and assign roles, see Custom Roles and Permissions: Complete Guide.
To see the exact settings on any role in your shop, go to Settings > Roles and Permissions and click View Permissions on the role.
Most areas have three levels that build on each other: View (see the area), Create and Edit (add and change records, requires View), and Delete (remove records, requires Create and Edit).
Work Orders
View: See the work order list and open work orders. Includes the Notes tab: create notes, edit any note so your team can collaborate in a single note, and delete your own notes. Mark cores OK or Not OK. If View is off, Work Orders is hidden from navigation.
Create and Edit: Create work orders. Edit work order fields: customer details, change the customer, change the asset, change the service advisor or lead technician, change status and on-site status. View the work order and line audit logs.
Delete: Delete work orders. Reverse a work order invoice when validation allows (for example, no payments made). Delete any note, including notes created by other users. Does not allow deleting payments (see Invoicing and Payments: Delete).
Work Order sub-settings
These three toggles only require Work Orders: View. The user does not need Create and Edit.
Review Work Orders: Shows the Review option on work orders.
Pick Parts: Pick parts from inventory onto a work order line.
Order Parts: Place purchase orders for parts needed on a work order, receive part deliveries onto the work order, and see the Parts tab on the work order. Also requires See Financial Data.
Returning a part from a work order line does not require a specific permission; any user who can see the work order can do it.
Work Order Lines
There is no separate View level. Lines are visible whenever Work Orders: View is on.
Create and Edit: Add new lines and edit line details. Move parts between lines. Authorize lines. Manage part requests on lines. Add inspections and delete incomplete inspections. Edit mileage, engine hours, license plate, and VIN. View a line's story history. Edit and swap assets.
Delete: Remove lines from work orders. Reopen and delete completed inspections.
Schedule
View: See the schedule and all technicians' appointments. If off, Schedule is hidden from navigation.
Create and Edit: Create and modify appointments, assign technicians, drag and drop scheduling.
Delete: Remove appointments.
Customer Management
View: See customer records, contacts, vehicles, and vehicle history, including the customer Notes tab. If off, Customers is hidden from navigation.
Create and Edit: Create customers, edit customer information, manage contacts and vehicles. Financially sensitive fields (Credit Terms, Credit Limit, Default Labor Rate, Default Shop Supplies, Min and Max, Taxes, PO is Required) are hidden unless Manage Accounts Payable and Receivable is on.
Delete: Delete customer records. Does not allow deleting customer payments (see Invoicing and Payments: Delete). To delete a customer record, all associated contacts and assets must be removed first.
Parts Department
A parent toggle that gates the next three areas. When it is off, Part Sales, Catalog and Inventory, and Vendor and Order Management are all hidden regardless of their individual settings.
Part Sales
Requires See Financial Data.
View: View part sales, part returns, and part transactions.
Create and Edit: Create part sales and part returns, process part transactions.
Delete: Delete part sales and reverse part sale invoices.
Catalog and Inventory
View: Browse the parts catalog, view inventory levels and stock information.
Create and Edit: Create and edit catalog entries, make inventory adjustments including returning items to inventory, and run cycle counts.
Delete: Delete parts from the catalog.
Vendor and Order Management
View: View vendors, purchase orders, deliveries, and part return requests.
Create and Edit: Create and edit vendors, create and manage purchase orders and deliveries, create vendor invoices, return parts to vendors or inventory.
Delete: Delete vendors and purchase orders.
View Part History
When on, the user can open Part History from the inventory page. When off, the Part History icon is hidden.
Invoicing and Payments
Requires See Financial Data. Delete additionally requires Manage Accounts Payable and Receivable.
View: View invoices from work orders, part sales, and customer pages.
Create and Edit: Create invoices, process payments, collect deposits, and manage invoice fields. Send to Terminal also requires the Customer Portal toggle to be on.
Delete: Delete payments (including customer payments), void transactions, and delete part sale returns.
Note: reversing an invoice is not controlled here. Reversing a work order invoice requires Work Orders: Delete, and reversing a part sale invoice requires Part Sales: Delete.
Timesheets
View: View timesheets from work orders. If off, the Timesheets item is hidden, though users with Reports on can still see the timesheet activities report.
Create and Edit: Edit timesheet entries and manage attendance records for all staff, from the work order and the timesheet activities report.
Every user can always clock in and out and see My Timesheets, regardless of this setting.
Page access toggles
Reports: Access to the Reports page. All or nothing: a user with Reports on sees every report, including AR/AP aging reports.
Customer Portal: Access and manage the customer-facing portal.
Billing Portal: Access and manage the billing portal.
Settings
The Settings toggle controls access to the Settings area. When on, seven sub-settings control which sections the user sees:
App Settings: Organization info, branding, Roles and Permissions, Staff, Workplaces, and Departments.
Service: Labor types, canned lines, asset types, Digital Inspections configuration.
Parts: Pricing matrices, categories, parts configuration.
Integrations: QuickBooks, IBS, Open API.
Finance: Tax configuration, payment settings, payment methods.
Data Import: Bulk import of customers, vehicles, parts, and other records.
View/Manage Wages: View and manage employee wage rates.
View Mode: Full View vs Tech View
View Mode controls how the work order screen looks for the role. It is a display setting, and it matters when a user "can't find" an option.
Full View shows the complete work order interface, including all workflow actions, actual estimate values, and customer-facing options such as the Send to Portal button.
Tech View is a simplified interface designed for technicians. Compared to Full View, a Tech View user:
Sees Tech Time in the Estimate column instead of the actual estimate, with no tech time input field.
Cannot approve work orders or work order lines.
Cannot see or use Send to Portal or other customer-facing work order options.
Cannot view labor rates and sees a simplified parts request form.
Can create new work order lines but cannot edit existing ones; a line becomes read-only once approved.
If a user is missing a customer-facing option on the work order screen, check whether their role is set to Tech View.
Cross-cutting toggles
See Financial Data
One switch that controls all financial visibility across the app: pricing, costs, margins, labor rates, and totals. When off, no dollar amounts display anywhere in the core app, though the user can still perform their permitted actions. The following require it to be on: Invoicing and Payments, Part Sales, Order Parts, and Manage Accounts Payable and Receivable.
Manage Accounts Payable and Receivable
Requires See Financial Data. When on, the user can see the Unpaid Invoices, Payments, and Credits tabs on Customer and Vendor pages, make bulk payments, and see sensitive credit fields on customer and vendor records. When off, those tabs and fields are hidden, but the user can still create invoices and process payments if they have Invoicing permissions.