Understanding Roles and Permissions

Assignar Pay uses a role-based system to help you organize your team and control who can access different features. This ensures that team members have the right level of access for their responsibilities while keeping your financial data secure.

What are Roles?

Roles define what actions a team member can perform in your Assignar Pay account. Each role comes with specific permissions that determine which features and data they can access, view, or modify.

Available Roles

Assignar Pay offers six distinct roles, each designed for different levels of responsibility:

🏢 Owner

The Owner has complete control over the account and is typically the business owner or primary decision-maker.

Best for: Business owners, company executives, or primary account holders

Key capabilities:

• Complete access to all features and settings
• Manage billing and subscription settings
• Add and remove team members
• Assign roles to other team members
• Access all financial data and reports
• Delete important data when necessary

👑 Admin

Admins have broad access to manage daily operations but cannot access billing or change fundamental account settings.

Best for: Operations managers, senior staff, or trusted employees who handle day-to-day management

Key capabilities:

• Manage most account settings and integrations
• Invite new team members and assign roles
• Create, send, approve, and delete invoices and orders
• Process payments and access financial reports and payment history
• Manage payroll and timesheet operations
• Handle customer relationships and project data
• Delete purchase orders and manage procurement
• Create and edit Schedule of Values

📊 Manager

Managers have focused access to oversee specific areas like projects, timesheets, and team coordination.

Best for: Project managers, department heads, or team leaders

Key capabilities:

• Create and update invoices and orders
• Send, approve, and delete invoices
• Manage timesheets for their teams (including deletion)
• View financial reports and payment history
• Access project and client information
• Create, edit, and delete clients and projects
• Invite customers and suppliers
• Create and edit documents
• Create and edit Schedule of Rates and Schedule of Values
• Create and edit master items
• View Schedule of Rates and master items
• Manage suppliers and purchase orders
• Approve supplier invoices and purchase orders
• Manage payroll operations

👤 Member

Members have basic access to perform their daily work without administrative responsibilities.

Best for: Regular employees, contractors, or staff members who need to use the platform for their work

Key capabilities:

• View timesheets and project information
• Access and edit documents
• View client and purchase order information
• Review supplier invoices
• View Schedule of Rates, Schedule of Values, and payroll information
• Use AI-powered features for productivity

🤝 Customer

Customers have limited access to view only the information that has been specifically shared with them.

Best for: External clients or customers who need to view their invoices or project information

Key capabilities:

• View invoices that have been shared with them
• Access only the specific information granted by your team

🚛 Supplier

Suppliers have secure external access to view purchase orders issued to them and submit invoices through the supplier portal.

Best for: External suppliers, vendors, contractors, and service providers who need to fulfill purchase orders

Key capabilities:

• View purchase orders specifically issued to their company
• Submit invoices against approved purchase orders
• Upload supporting documents and delivery receipts
• Track invoice status and payment progress
• Access communication history and order details

How Roles Work Together

The role system is designed to create a natural hierarchy that supports good business practices:

• Owners make strategic decisions and control access to sensitive areas like billing
• Admins handle operational tasks and team management
• Managers oversee specific projects and coordinate team activities
• Members focus on their individual work contributions
• Customers stay informed about their projects and invoices
• Suppliers fulfill purchase orders and submit invoices through secure external access

Role Security

Each role is carefully designed with security in mind:

• Higher-level roles (Owner, Admin) can perform actions on lower-level roles but not on their peers
• Sensitive operations like billing and account deletion require Owner-level access
• Financial data access is restricted based on business need
• Customer data is only accessible to internal team roles

Changing Roles

Role assignments can be updated as your team evolves:

• Owners can change anyone's role
• Admins can invite new members and assign appropriate roles
• Role changes take effect immediately
• Primary Owners cannot have their role changed for security reasons

Getting Started with Roles

When setting up your team:

1. Start with Owners: Assign Owner role only to key decision-makers
2. Add Admins: Choose trusted team members for operational management
3. Assign Managers: Select team leaders who coordinate specific areas
4. Invite Members: Add employees who need access for their daily work
5. Include Customers: Share specific information with external clients when needed
6. Connect Suppliers: Grant suppliers access to their purchase orders and invoice submission

The right role structure helps your team work efficiently while maintaining proper security and oversight for your business operations.