Set up roles so staff only see what they need

By the end of this guide, you will know which role to assign to each type of person on your team, and you will have updated your team's roles to match.

How roles work in Engine Awesome

Every team member has one role. That role controls what they can do across the entire app. Roles are set per person, not per screen or layout.

Role	Create records	Edit records	Delete records	Configure the app
View Only	No	No	No	No
Update Only	No	Yes	No	No
Member	Depends on your app	Depends on your app	No	No
Manager	Yes	Yes	Yes	No
Administrator	Yes	Yes	Yes	Yes
Owner	Yes	Yes	Yes	Yes + billing

Who gets which role

View Only: use for people who need to look things up but should never change anything. Examples: a client who logs in to check their job status, a bookkeeper who reads invoices but doesn't enter them.

Update Only: use for people who need to edit existing records but shouldn't create new ones. Example: a field tech who updates job status but doesn't book new jobs.

Member: a flexible role whose access is shaped by how you've configured your app's layouts. Use this if you want fine-grained control over what different staff see.

Manager: your standard full-access staff role. They can create, edit, and delete records. Use for office managers, project leads, and anyone who runs day-to-day operations.

Administrator: for people who need to change how the app is set up (add fields, change layouts). Use for yourself and any co-admin. Keep this list short.

Owner: the account owner. Full access including billing. One per workspace typically.

Step 1: Review your current team

Go to Settings → Team.
Look at each team member's current role.

Step 2: Change a role

Find the team member whose role you want to change.
Click the dropdown next to their name showing their current role.
Select the new role.
Click Save.

The change takes effect immediately, they will see the new access level the next time they use the app.

What to do next