Roles & permissions

What each role in your business is allowed to do, using the same roles and permissions as Dispatch itself, not a separate marketing description of them.

The three roles

Fixed for every Dispatch account

These roles are fixed and the same for every Dispatch business; they can't be renamed or edited.

Owner

The account holder. Can do everything an Office Admin can, and is the only role that can change the subscription, edit the business details, or permanently delete customer data.

Office Admin

Runs the day-to-day office. Manages customers, templates, the whole job list and the team, but cannot reach billing or the business account itself.

Field Technician

Works in the field. Sees and progresses the jobs assigned to them, raises new jobs, requests reports from customers, and adds photos and notes, but does not administer the business.

Jobs

Jobs permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
See every jobSee all jobs in the business, not only your own. Without this you see just the jobs assigned to you.	Owner: yes	Office Admin: yes	Field Technician: no
Raise a jobCreate a new job for a customer.	Owner: yes	Office Admin: yes	Field Technician: yes
Update any jobChange the status, priority or site address of any job, including other people's.	Owner: yes	Office Admin: yes	Field Technician: no
Update your own jobsChange the status, priority or site address of a job assigned to you. Only your own jobs.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Assign jobsDecide who a job belongs to, or hand it to someone else.	Owner: yes	Office Admin: yes	Field Technician: no
Delete a jobPermanently remove a job and everything attached to it.	Owner: yes	Office Admin: yes	Field Technician: no
Add photos and filesAttach photos and documents to a job.	Owner: yes	Office Admin: yes	Field Technician: yes
Delete photos and filesPermanently remove a photo or document from a job.	Owner: yes	Office Admin: yes	Field Technician: no
Add internal notesLeave notes on a job for colleagues. Customers never see these.	Owner: yes	Office Admin: yes	Field Technician: yes

Schedule

Schedule permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View the calendarSee booked visits on the week calendar. Limited to your own visits unless you can see every job.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Book and move visitsBook a job onto the calendar, move it to another time, and cancel a booking. Limited to jobs assigned to you.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only

Customers

Customers permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View customersSee the customer list and each customer's details and address.	Owner: yes	Office Admin: yes	Field Technician: yes
Add and edit customersCreate new customers, edit their details, and archive ones no longer needed.	Owner: yes	Office Admin: yes	Field Technician: no

Reports & customer portal

Reports and customer portal permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View fault reportsOpen the reports customers have submitted, including their photos. Limited to jobs you can see.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Send a report linkGenerate a link asking a customer to complete a fault report.	Owner: yes	Office Admin: yes	Field Technician: yes
Cancel a report linkWithdraw a report link that has been sent but not yet used.	Owner: yes	Office Admin: yes	Field Technician: no

Quotes

Quotes permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View quotesSee the quotes raised against a job, what was offered, and whether the customer accepted.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Prepare a quotePrice up a job and send the quote to the office to be checked and sent to the customer.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Send a quote to the customerCheck a prepared quote and send it. This gives it its number and commits the business to the price offered.	Owner: yes	Office Admin: yes	Field Technician: no

Invoices & payments

Invoices and payments permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View invoicesSee the invoices raised against a job, what they came to, and whether they have been paid.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Prepare an invoiceWrite up the work done and the charges for it, and send the invoice to the office to be checked and issued.	Owner: yes	Office Admin: yes	Field Technician: yes, own records only
Issue an invoiceCheck a prepared invoice and issue it. This gives it its number and fixes it permanently, so it can no longer be edited.	Owner: yes	Office Admin: yes	Field Technician: no
Send an invoiceEmail an issued invoice to the customer, and send it again if they need it.	Owner: yes	Office Admin: yes	Field Technician: no
Void or credit an invoiceCancel an issued invoice that has not been paid, or raise a credit note against one that has.	Owner: yes	Office Admin: yes	Field Technician: no
Record a paymentMark an invoice as paid, in full or in part, when money arrives by bank transfer, cash or cheque.	Owner: yes	Office Admin: yes	Field Technician: no
Change invoice settingsEdit invoice and quote numbering, payment terms, the default deposit, VAT and bank details, and the list of common charges.	Owner: yes	Office Admin: yes	Field Technician: no

Financial records

Financial records permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
Record a costPhotograph a receipt and record what it cost, against a job or on its own.	Owner: yes	Office Admin: yes	Field Technician: yes
See and export the booksSee the full record of money in and out, correct it, and export it for your Making Tax Digital software.	Owner: yes	Office Admin: yes	Field Technician: no

A Field Technician can record a cost but cannot see the books they added it to: the business's income, spending and margins are held back from the field, deliberately.

Templates

Templates permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
View report templatesSee the fault-report forms customers are asked to fill in.	Owner: yes	Office Admin: yes	Field Technician: yes
Build and publish templatesCreate and edit report templates, and publish a version for customers to use.	Owner: yes	Office Admin: yes	Field Technician: no

Team & business

Team and business permissions, by role. A tick means the role has the permission.
Permission	Owner	Office Admin	Field Technician
Manage billingChange the subscription plan and see billing details.	Owner: yes	Office Admin: no	Field Technician: no
Manage business detailsEdit the business name and contact details, and permanently delete a customer's data on request.	Owner: yes	Office Admin: no	Field Technician: no
Manage the teamInvite people, change what they can do, and remove them from the business.	Owner: yes	Office Admin: yes	Field Technician: no
Change settingsEdit job reference numbering, portal link expiry and other business settings.	Owner: yes	Office Admin: yes	Field Technician: no
View the activity logSee a record of who changed what, and when.	Owner: yes	Office Admin: yes	Field Technician: no

A note on "own only". Where a tick is marked own only, that role holds the permission just for the jobs assigned to them, not for every job in the business. A Field Technician can fully progress a job that belongs to them but cannot open or change someone else's; Owners and Office Admins hold the wider permission, so the limit does not apply to them.