Team & Permissions

Team Overview

CallOut WMS allows you to add other people to your account so your team can collaborate on jobs, invoices, and more. You control exactly what each person can see and do by organising users into groups with specific permissions.

Adding Users to Your Account

To invite someone to your account:

1. Go to Team from the sidebar.
2. Click Add User.
3. Enter the person's name, email address, and set a password for them.
4. Assign them to one or more user groups to control their permissions.
5. Click Save. The user can now log in with their email and password.

User Roles

There are two levels of access in CallOut WMS:

• Owner — the person who created the account. The owner has full, unrestricted access to every feature, every setting, and every piece of data. Owner access cannot be limited by permissions.
• Team members — everyone else. Team members can only access the features allowed by the permissions assigned to their group or groups.

Creating User Groups

User groups let you define sets of permissions that you can then assign to one or more users. For example, you might create groups such as:

• Technician — can view their own jobs and mark them as complete, but cannot access invoicing or reports.
• Office Manager — can create and edit jobs, manage customers, handle invoicing, and view reports.
• Viewer — can view jobs and customers but cannot make any changes.

To create a group:

1. Go to Team and click the Groups tab.
2. Click Add Group.
3. Give the group a name.
4. Select the permissions you want to assign to this group.
5. Click Save.

Available Permissions

Each permission controls access to a specific action or area of the application. When creating or editing a group, you can enable any combination of the following:

Dashboard

• dashboard.view — view the dashboard.

Jobs

• jobs.view — view all jobs.
• jobs.view_own — view only jobs assigned to the user.
• jobs.create — create new jobs.
• jobs.edit — edit existing jobs.
• jobs.delete — delete jobs.
• jobs.complete — mark jobs as complete.

Invoicing

• invoicing.view — view invoices.
• invoicing.create — create new invoices.
• invoicing.edit — edit existing invoices.
• invoicing.delete — delete invoices.
• invoicing.mark_paid — mark invoices as paid.

Quotes

• quotes.view — view quotes.
• quotes.create — create new quotes.
• quotes.send — send quotes to customers.

Tenders

• tenders.view — view tenders.
• tenders.create — create new tenders.
• tenders.edit — edit existing tenders.

Customers

• customers.view — view customer records.
• customers.create — add new customers.
• customers.edit — edit customer details.

Users

• users.view — view the list of users on the account.

Reports

• reports.jobs — access the jobs report.

Assigning Users to Groups

When you add or edit a user, you can assign them to one or more groups. Simply select the relevant groups from the list. The user's permissions will update immediately.

You can also manage group membership from the group edit screen by adding or removing users.

Plan Limits on Users

The number of users you can add depends on your subscription plan:

• Solo — 1 user (the account owner only).
• Small Business — up to 3 users.
• Professional — 10 users included, with the ability to add more at an additional monthly charge per user.

Deactivating Users

If someone leaves your team or no longer needs access, you can deactivate their account rather than deleting it. Deactivating a user:

• Immediately prevents them from logging in.
• Preserves their historical data — jobs they were assigned to, actions they took, and other records remain intact.
• Frees up a user slot on your plan so you can add someone else.

To deactivate a user, go to Team, click on the user, and toggle their active status. You can reactivate them later if needed.