USER ROLES: In Depth

User Roles

User roles can determine how much access to the Field Central program the user has. The currently available user roles are Owner(s), Office Manager(s), Accountant(s), Foreman(s), Crew/Technician(s), and 3rd Party Access users. Per role, there consist of Access Rights that can be enabled and disabled for permissions. In this article, you will learn how each of these roles is used in specific scenarios and examples.

Company Owner

All Access Rights are enabled per this role and the user will have access to the entirety of editing and making changes to the company file.

Many users with the Company Owner assigned roles will need access to manage and maintain the company file. For most companies, it’s common to have your “Office Manager” be given this role to simply be able to make any changes to the company file. Please be aware that if a user is assigned this role, he/she will have the ability to access and view or edit many features within the program. For example, because the user was assigned the “Company Owner” role, he/she can view reports that contain crucial financial information about Gross Profits and Revenue.

**Access Rights will only be displayed if the role is given the option to enable or be disabled. If the specific Access Right does not display within the list compared to other roles, it is DISABLED by default for that role.

Office Manager

This role is for front office activities and support of Executive Management. This role is usually responsible for directing and coordinating office services and related activities, including, but not limited to, developing and supervising programs for the maximum utilization of services.

Users assigned with this role will be maintaining Field Central, office services, and efficiency by organizing, planning, and implementing scheduling, billing, product/part management, and implementing office policies by establishing standards and procedures; measuring results against industry standards; making necessary adjustments. Office Managers also oversee the management of the maintenance, scheduling, and related safety training.

Here is the list of Access Rights that this role can have enabled/disabled.

Maintain Modules
Maintain Users
Data Import
My Settings	Company
	Emails
	Materials
	Labor
	Flat Rates
	Tax Codes
	Field
	Accounting
Sales
Reports	Company Performance
	Finances
	Sales Management
	Email
Billing

Accountant

This role is primarily for billing and invoicing management.

Users assigned with this role will be managing and maintaining the billing and invoicing integration of Field Central. This may or may not include the job duties of the Office Manager role as well. The role will primarily focus on any integrations between Field Central and QuickBooks (Online & Desktop). In charge of all aspects of bookkeeping and accounts receivable. Users assigned with this role will have to consider what data can be imported/exported to and from Field Central to QuickBooks (Online & Desktop).

Here is the list of Access Rights that this role can have enabled/disabled.

Maintain Modules
Maintain Users
Data Import
My Settings	Company
	Emails
	Materials
	Labor
	Flat Rates
	Tax Codes
	Field
	UDFs
Sales
Reports	Company Performance
	Finances
	Sales Management
	Email
Add Contact
Needs Attention	Contracts
	Incompletes
	Wrap Up
	Billing
	Visits To Do
	Email

Here is a list of fields that Field Central can import/export to and from QuickBooks.

Accounts	Property	Property Name
		Address 1 (service)
		Address 2 (service)
		City (service)
		State/Prov (service)
		Postal Code (service)
		Country (service)
		Account Balance
		Management Company**
		Address 1 (billing)
		Address 2 (billing)
		City (billing)
		State/Prov (billing)
		Postal Code (billing)
		Country (billing)
		Tax Code
		Payment Terms
		Invoice Class
		QuickBooks Full Name
	Contact **Only the “Default” linked account associated with the property will come across in the QuickBooks program.	First Name
		Last Name
		Phone Number(s) (Main, Mobile, Home, Work, Fax)
		Email Address(es)
	Management Company **Management Companies within QuickBooks are seen as the primary account whereas “Jobs” associated with the account are seen as “Properties” within Field Central. For further details, please reference our knowledge base here.	QB Full Name **If a Property is associated with a Management Company in Field Central, the QB Full Name will look something like this: “Company A:Smith, John” or “Company B:123 Main St”.
Services	Services & WTDs Only Work To Dos are sent across over to QuickBooks. The Services are not. WTDs are known as Services in QuickBooks.	Work To Do Name **Case sensitive – must be an exact match to QuickBooks service line item.
		QuickBooks Full Name **If assigned, it will link the WTD to the service item in QuickBooks.
		QuickBooks Prepayment Line Item **If assigned, it will link to the WTD to the service item in QuickBooks that is linked to the “Other-liability Account” used for tracking prepayment dollars within QuickBooks.
		Invoice Class
		Trip Charge Information: QuickBooks Full Name **If assigned, it will separate the dollar amount charged at this level from the Work To Do level of charge. If not assigned, it will lump the amount to the Work To Do level of charge. For more clarification, please contact support at 888-752-5978 or at support@hindsitesoftware.com.
Materials	Materials **Materials can be grouped into categories and will transfer to/from QuickBooks to Field Central while retaining those grouping.	Material Number/Name
		Material Description
		QuickBooks Full Name **If assigned, it will link the inventory, non-inventory, and/or to the service item in QuickBooks. If the material is grouped in a category in QB and pulled into Field Central, it will hold the QuickBooks Full Name like so: “Sprinkler Heads:6” Rotor”
		Material Price
		Material Cost
People	Employee **Employees must be created manually within Field Central.	QuickBooks Full Name **If assigned, it links directly to the Employee Full Name in QuickBooks.
People		Payroll Type **If assigned, it links directly to the Payroll Type within your QuickBooks. This will tell how the employee is being paid when sending TimeSheets from Field Central to QB.
Billing	Invoice	Invoice #
		Terms / Days
		Invoice Date / Post Date
		Due Date
		Work Order #
		Subtotal
		Tax
		Total
		Work To Do Name
		Work To Do Description
		Work To Do Price
		Work To Do Qty
		Material ID
		Material Description
		Material Quantity
		Material Price
		Labor Qty
		Labor Amount
		Employee Invoice Description
		Invoice Memo
		Email or Print Invoice Trigger **This will depend on the Property’s linked account and if the linked account has the “Default Email Invoice” enabled.
	Customer Data within Invoice	Billing Name
		Billing Address 1 & 2
		Billing City
		Billing State
		Billing Zip
		Ship To Name
		Ship to Address 1 & 2
		Ship to City
		Ship to State
		Ship to Zip
		Country

Foreman

This role is primarily for a user who needs subtle access to the Field Central program.

Users assigned with this role may be a crew lead or foreman who needs specific access to specific areas within Field Central. For example, a foreman may need access to “Add Contact” because he/she is an active salesman in the field as well; therefore, will need the ability to add a new account into your Field Central company file.

Here is the list of Access Rights that this role can have enabled/disabled.

Maintain Users
My Settings	Company
	Schedule View
	Services & Work To Do
	Crew/Technician
	Employees
	Sales
	Emails
	Materials
	Labor
	Flat Rates
	Tax Codes
	UDFs
	Field
	Accounting
Sales
Reports	Company Performance
	Finances
	Sales Management
	Email
Billing
Add Contact
Needs Attention	Contracts
	Incompletes
	Wrap Up
	Billing
	Visit To Dos
	Email

Crew/Technician

This role is primarily for a user who may or may not need access to the office side of Field Central.

Most users assigned to this role may be a crew lead or a single technician who needs specific access to specific areas within Field Central. For example, as a crew lead or single technician, he/she may need access to “Schedule” because he/she wants to review his or her future scheduled appointments.

**Please know that most companies have all their crew leads who are using devices assigned with this role with little to no other Access Rights.

Here is the list of Access Rights that this role can have enabled/disabled.

Maintain Users
My Settings	Sales
	Contacts
	Schedule
Reports	Company Performance
	Finances
	Sales Management
	Email
Billing
Add Contact
Needs Attention	Contracts
	Incompletes
	Wrap Up
	Billing
	Visit To Do
	Email

3rd Party Access

This role is strictly a “View Only” role.

The user with this assigned role will not be able to see much of anything. This assigned user must be authorized by an executive user to be allowed access to the Field Central company file.