Roles and Permissions

Wenmar Pro uses role-based access control to ensure users have appropriate access to features and data based on their responsibilities.

User Roles

Admin

Full account access. Can manage everything including billing and account ownership.

Can do:

• Manage billing and subscription
• Invite/remove team members
• Access all locations
• View financial reports
• Configure all settings
• Manage integrations
• Perform any action on work orders

Manager

Shop operations oversight. Manages day-to-day operations and team performance.

Can do:

• View and manage all work orders
• Assign technicians to jobs
• Access reports and analytics
• Manage team schedules
• Configure most settings
• Send estimates
• Process payments

Cannot do:

• Access billing/subscription settings
• Transfer account ownership
• Delete the account

Service Advisor

Customer-facing role. Handles intake, estimates, and customer communication.

Can do:

• Create and manage work orders
• Send estimates to customers
• Manage customer database
• Schedule appointments
• Communicate with customers
• Update work order status

Cannot do:

• Access reports (unless granted)
• Manage team members
• Access billing settings
• Configure integrations

Technician

Performs repair work. Focused on assigned jobs and time tracking.

Can do:

• View assigned work orders
• Update status on assigned jobs
• Add notes and photos
• Clock in/out for time tracking
• Complete inspections
• View customer vehicle history

Cannot do:

• Create work orders
• Send estimates
• View unassigned work orders
• Access customer contact info (unless working on their vehicle)
• Access reports or settings

Accountant

Financial oversight. Access to billing, reports, and financial data.

Can do:

• View all financial reports
• Access billing information
• Manage customer statements
• View payment history
• Export financial data
• Access QuickBooks integration

Cannot do:

• Create or modify work orders
• Manage team members
• Access customer communication
• Configure operational settings

Permission Summary

Feature	Admin	Manager	Service Advisor	Technician	Accountant
Work Orders
Create	✅	✅	✅	❌	❌
Edit any	✅	✅	✅	Own only	❌
View all	✅	✅	✅	Assigned	❌
Assign techs	✅	✅	✅	❌	❌
Estimates
Create	✅	✅	✅	❌	❌
Send	✅	✅	✅	❌	❌
Approve	✅	✅	✅	❌	❌
Customers
View all	✅	✅	✅	Assigned	✅
Edit	✅	✅	✅	❌	✅
Add new	✅	✅	✅	❌	❌
Billing
Process payments	✅	✅	✅	❌	✅
View reports	✅	✅	❌	❌	✅
Access subscription	✅	❌	❌	❌	❌
Settings
All settings	✅	Most	Limited	❌	❌
Manage team	✅	✅	❌	❌	❌
Configure integrations	✅	✅	❌	❌	❌

💡 Pro Tip

Permissions are enforced server-side. If a user can't access something, the option won't appear in their interface — it's not just disabled, it's completely hidden.

Changing User Roles

Only Admins can change user roles:

1. Go to Settings → Team
2. Find the team member
3. Click their current role
4. Select the new role
5. Confirm the change

Changes take effect immediately. The user may need to refresh their browser.

Special Permissions

Account Owner

One user per account is designated as the Owner (typically whoever created the account). The Owner:

• Cannot be removed from the account
• Can transfer ownership to another Admin
• Receives billing notifications
• Has final authority on account decisions

Multi-Location Access

Users can be granted access to multiple locations:

1. Go to Settings → Team
2. Click on a team member
3. Under Locations, select which locations they can access
4. Set their Home Location (default when logging in)

Users with multi-location access can switch locations using the location dropdown in the top bar.

Troubleshooting

User can't see a work order?

• Check their role (technicians only see assigned WOs)
• Verify they're in the right location
• Ensure the WO hasn't been closed/archived

User can't access a feature?

• Confirm their role has that permission
• Check if it's a premium feature requiring specific plan tier
• Verify they're not restricted to specific locations

Need to give someone temporary Admin access?

Create a temporary Admin user and remove them when done. Never share login credentials.

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Questions about permissions? Contact help@wenmarpro.com