Setting up the permissions of your users
A user is given a user role to determine which permissions that user receives.
The purpose of the user role is to make sure that users only have access to the functions they need to do their work properly.
Example:
A project leader may only have access to his own projects, but he may not see the projects of his colleagues. He may not see the sales invoices and incoming invoices in his environment either. A specific role 'project leader' is created for this.
Jump straight to:
Creating a user role
You create a user role via your name (top right) > users > action button userroles.
You then link a user role to a user when you create or change that user.
If you work with teams, you create those via your name (top right) > users > action button teams. You can read more about this in Creating teams for use with the dayplanning.
What you set on the user role
The user role consists of two parts.
On the role itself you fill in:
Setting | Explanation |
|---|---|
Name | The name of the role, for example 'project leader' or 'invoicing'. |
Allowed IP's | Restrict logging in to specific IP addresses. If you leave this empty, the user can log in from anywhere. |
Admin | Gives access to the settings of your environment. |
Manage users | Gives access to the management of the users and the user roles. |
Hide sale prices | If you tick this, Robaws hides the sales prices on the work orders for this user. |
Hide financial info and analyses | If you tick this, Robaws hides the financial info of a project as well as the analysis action buttons in the overview screens. See below. |
Restrict company access | Restrict the user to one or more companies in your environment. If you leave this empty, the user sees all companies. |
In the permissions matrix you determine per module:
- whether the user sees the module
- the permissions to read
- the permissions to change
- the permissions to delete
Hide financial info and analyses
This setting goes further than just the project. If you switch it on, the following disappear for that user:
- the financial info and the recalculation on the project
- the action button analysis in the overview screens of, amongst others, quotations, projects, work orders, supply orders, orders, sales invoices, incoming invoices, items and time registration — see for example Quotations | Analysis
- the financial PDFs and Excel exports of a project
Permissions
You can set the access to a module so that all documents, the documents of a team, or only the user's own documents are used. For the incoming invoices there is also the scope all except confidential.
Below is an explanation of the permissions per module.
Module | Own |
|---|---|
Customers | Documents on which you are the assignee. |
Quotation & change orders | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project. |
Orders | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project. |
Projects | Documents on which you are the project leader or executor. |
Work orders | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project OR on which you have registered a number of hours worked as an employee. |
Invoices | Documents on which you are the assignee OR on which you are the project leader or executor of one or more projects assigned to one or more invoice lines. |
Supply orders | Documents on which you are the assignee OR on which you are the project leader or executor of one or more projects assigned to one or more supply order lines. |
Progress claims | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project. |
Delivery notes | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project. |
Incoming invoices | Documents on which you are the assignee OR on which you are the project leader or executor of one or more projects assigned to one or more invoice lines. |
Subscriptions | Documents on which you are the assignee OR on which you are the project leader or executor of one or more projects assigned to one or more subscription lines. |
Rental tickets | Documents on which you are the assignee OR on which you are the project leader or executor of the linked project. |
Dayplanning, items and time registration
For these three modules the scopes 'team' and 'own' do not exist: there you choose between all or nothing. If you want to let someone only consult the dayplanning, set the permissions for read to 'all' and the permissions for change and delete to 'nothing'. That gives you a read-only dayplanning.
Sharing a project
It is possible to share a project with a user, regardless of which user role he or she has.
When a project is shared with a user, that user can only see what applies within his user role.
Example:
The user has the user role 'invoicing' and only has access to the modules invoices, work orders, orders and incoming invoices.
When a project is shared with this user, he or she will only be able to consult the invoices, work orders, orders and incoming invoices of this project.
To share a project, click the action button share object at the top of the project. You can then select a user with whom you want to share the project.
Updated on: 09/09/2026
Thank you!