# Users and Employee Profiles

How an Administrator creates users, assigns the roles (Technician, Job Coordinator, Manager and Administrator) and creates the employee profiles that work, time and leave are recorded against.

Source: https://getjobbook.com/help/Users_and_Employee_Profiles
Last updated: 2026-09-17

## User accounts

Users log in to Job Book with an email and a password. If you forget your password, reset it from the login
page and a reset email goes to the address on file. What a user can see and do, their permissions, comes from the roles
ticked on the account.

Users and employees are two different things in Job Book:

- A **user** is someone who can log into the Job Book system.
- An **employee** is a person you can assign work to, record time for, or reference in the system, whether or not
  they have a login. See [Employees](#employees).

Both are managed from the **Settings** button in the top-right corner of every page.

Administrators are the only users who can manage users and employees.

## User Roles

Job Book has a fixed set of roles. Technicians handle fieldwork and drafting. Managers approve timesheets, invoices and
expenses, and view reports. Job Coordinators create jobs and set rates. Administrators can do all that, plus
manage users and employees.

Roles are checkboxes on the user form, so a user can hold more than one, and a user with two roles gets
everything each role grants. Job Coordinator is the role that is usually added to another.

"The job's project manager" is a different thing: the person named in the **Project Manager** field of a job.
See [Job Setup](https://getjobbook.com/help/Job_Setup#basic-configuration).

Which cards a role sees also depends on the modules your company has licensed, so two companies on the same role
can see different dashboards. Tasks / Scheduling, Leave Requests, Assets and Safety are all optional.

### Technician

This role is for staff who will be entering timesheets (Daily Work Records), expenses and safety forms into the
system. Technicians do not have access to any financial information, and can generally only see records that they
entered themselves.

The cards a technician's dashboard carries are listed under
[What each role sees](https://getjobbook.com/help/Dashboard#what-each-role-sees).

### Job Coordinator

This role adds the permissions needed to create and update Jobs and Clients and to set the rates on a job. It
works on its own, but in practice it is paired with a second role: tick **Job Coordinator** alongside
**Technician** for a field lead who also sets up jobs, or alongside **Manager** for an office user who does.

- **Technician and Job Coordinator** adds creating and editing jobs and clients, and setting the rates on a job,
  to what a Technician can do.
- **Manager and Job Coordinator** gives a Manager **Create New** on clients and jobs, and **Edit** and **Clone**
  on a job, which a Manager alone does not have.
- **Administrator and Job Coordinator** adds nothing, because an Administrator already has it all.

On its own, a Job Coordinator can create and edit jobs and clients, set rates on a job, and enter their own
Daily Work Records, expenses and leave requests. They can view rate sheets, the **Standard Rates** list and
assets, but not change them. They have no access to invoices, the workflow backlogs, the company cost and time
reports or Safety forms.

The cards a Job Coordinator's dashboard carries, alone or paired with another role, and which links each has, are
listed under [What each role sees](https://getjobbook.com/help/Dashboard#what-each-role-sees).

### Manager

Managers can do Technician tasks, plus approvals and invoicing. They have access to financial information and
can view all reports, but cannot create jobs or change rates.

The difference between a Manager and an Administrator shows in what a Manager can do with the cards they share:

- On a job, the **Edit**, **Clone** and **Delete** buttons are hidden, so a Manager views and exports jobs
  rather than maintaining them. See [Job Setup](https://getjobbook.com/help/Job_Setup#editing-and-cloning-jobs).
- A Manager cannot create or edit clients. See [Clients](https://getjobbook.com/help/Clients).
- A Manager cannot create rate sheets.
- A Manager can create invoices. See [Invoices](https://getjobbook.com/help/Invoices).

Which links each card keeps for a Manager is listed under
[What each role sees](https://getjobbook.com/help/Dashboard#what-each-role-sees).

### Administrator

This role has access to everything in the system, including creating and editing Clients, Jobs, Rate Sheets and
line items. Administrators can also create and delete users, set user roles, and create employee profiles. An
Administrator's dashboard carries every card, with **Create New** on every card that has one.

There is no editable permission matrix: the permissions in the tables below are fixed by the product.

## Which screens each role can view

A ✔ means the role can reach that screen. "(Their own)" means the role sees only the records they entered or that
name them. A user who holds two roles gets every tick in both columns.

| | Technician | Job Coordinator | Manager | Administrator |
| --- | --- | --- | --- | --- |
| **Navigate** | | | | |
| Clients | | ✔ | ✔ | ✔ |
| Equipment and Materials | ✔ | ✔ | ✔ | ✔ |
| Expense Items | ✔ | ✔ | ✔ | ✔ |
| Jobs | ✔ | ✔ | ✔ | ✔ |
| Labour Cost Items | ✔ | ✔ | ✔ | ✔ |
| Fixed Price Items | ✔ | ✔ | ✔ | ✔ |
| Offices | ✔ | ✔ | ✔ | ✔ |
| Training Courses | | | ✔ | ✔ |
| Vehicles | ✔ | | ✔ | ✔ |
| Rate Sheets | | ✔ | ✔ | ✔ |
| Assets | ✔ | ✔ | ✔ | ✔ |
| Expenses | ✔ (Their own) | ✔ (Their own) | ✔ | ✔ |
| DWRs | ✔ (Their own) | ✔ (Their own) | ✔ | ✔ |
| Invoices | | | ✔ | ✔ |
| Safety | ✔ (Their own) | | ✔ | ✔ |
| **Settings** | | | | |
| Users | | | | ✔ |
| Roles | | | | ✔ |
| Employee Profiles | ✔ (Their own) | ✔ (Their own) | ✔ (Their own) | ✔ |

## Modify / Create / Delete

| | Technician | Job Coordinator | Manager | Administrator |
| --- | --- | --- | --- | --- |
| **Navigate** | | | | |
| Clients | | ✔ | | ✔ |
| Equipment and Materials | | | | ✔ |
| Expense Items | | | | ✔ |
| Jobs | | ✔ | | ✔ |
| Labour Cost Items | | | | ✔ |
| Fixed Price Items | | | | ✔ |
| Offices | | | | ✔ |
| Training Courses | | | | ✔ |
| Vehicles | | | | ✔ |
| Rate Sheets | | | | ✔ |
| Assets | ✔ | | ✔ | ✔ |
| Expenses | ✔ (Their own) | ✔ (Their own) | ✔ | ✔ |
| DWRs | ✔ (Their own) | ✔ (Their own) | ✔ | ✔ |
| Invoices | | | ✔ | ✔ |
| Safety | ✔ (Their own) | | ✔ | ✔ |
| **Settings** | | | | |
| Users | | | | ✔ |
| Roles | | | | ✔ |
| Employee Profiles | ✔ (Their own) | ✔ (Their own) | ✔ (Their own) | ✔ |

## Report Access

| | Technician | Job Coordinator | Manager | Administrator |
| --- | --- | --- | --- | --- |
| **Reports** | | | | |
| Active Job Dashboard | | ✔ | ✔ | ✔ |
| Expense Report | | | ✔ | ✔ |
| Invoice Export | | | ✔ | ✔ |
| Job Maps | | ✔ | ✔ | ✔ |
| Line Item Report | | | ✔ | ✔ |
| Manage Assets | | | ✔ | ✔ |
| My Expenses | ✔ | ✔ | ✔ | ✔ |
| My Time Cards | ✔ | ✔ | ✔ | ✔ |
| Standard Rates | | ✔ | ✔ | ✔ |
| Time Card Report | | | ✔ | ✔ |
| Time Grid | | | ✔ | ✔ |
| Utilization Report | | | ✔ | ✔ |
| WIP Report | | | ✔ | ✔ |
| **Workflow** | | | | |
| DWR Approval Backlog | | | ✔ | ✔ |
| DWR Invoice Backlog | | | ✔ | ✔ |
| Expense Approval Backlog | | | ✔ | ✔ |
| Invoice Process Backlog | | | ✔ | ✔ |

- **Invoice Export** is a link on the **Invoices** card and **Standard Rates** is a link on the **Rate Sheets**
  card, so a role reaches them only if it has that card. See [Standard Rates](https://getjobbook.com/help/Rate_Sheets#standard-rates).
- Technicians do not get the **Active Job Dashboard**, even though jobs appear on their DWRs.

## Tasks / Scheduling (if module enabled)

| | Technician | Job Coordinator | Manager | Administrator |
| --- | --- | --- | --- | --- |
| **Navigate** | | | | |
| Task Templates | ✔ | ✔ | ✔ | ✔ |
| **Reports and Utilities** | | | | |
| Task Dashboard | | | ✔ | ✔ |
| Task Scheduler | | | ✔ | ✔ |
| My Schedule | ✔ | ✔ | ✔ | ✔ |
| My Unscheduled Tasks | ✔ | ✔ | ✔ | ✔ |

A Job Coordinator opens a job's task plan from **Manage Task Plan** on the job, and can look at task templates
from the **Navigate** menu but not change them. See
[Tasks and Scheduling](https://getjobbook.com/help/tasks-and-scheduling-overview).

## Leave Requests (if module enabled)

| | Technician | Job Coordinator | Manager | Administrator |
| --- | --- | --- | --- | --- |
| **Navigate** | | | | |
| Leave Requests | ✔ (Their own) | ✔ (Their own) | ✔ | ✔ |
| **Reports and Utilities** | | | | |
| Company Calendar | ✔ | ✔ | ✔ | ✔ |
| Leave Request Report | | | ✔ | ✔ |

Anyone can request leave, and a technician sees only their own requests. See
[Leave Tracking](https://getjobbook.com/help/leave-tracking-overview).

## Adding Users and Setting Roles

Click **Settings** in the top-right corner.

![The Settings button in the top-right corner of the dashboard](https://getjobbook.com/_astro/settings-button.Bx_0o1dv.png)

*The gear is the same on every page; everything in this section starts from it.*

Then click **Users** in the menu that opens.

![The Settings menu open, with Users marked](https://getjobbook.com/_astro/settings-users.Dp5LqyD5.png)

*Users is where an account is created and given its roles.*

The screen is titled **User Administration** and lists every user in the system, grouped under the first letter of
their name, with a **Filter items...** box above them and a **Create** button below.

![The User Administration list](https://getjobbook.com/_astro/users-list.BIHHnUN-.png)

*One row per login. A login on its own cannot record time or sign anything, so the step after Create is an employee profile.*

Click **Create**. The form is titled **Create User**, under a **New User** bar carrying a **Back** button.

![The Create User form](https://getjobbook.com/_astro/user-create.Cei8sBtI.png)

*The login and its roles. The user sets their own password from the email.*

- **Name:** the name of your user.
- **E-Mail Address (used for logging in, must be different from the login of other users):** the address the
  user will log in with.
- **Roles:** checkboxes for **Administrator**, **Job Coordinator**, **Manager** and **Technician**. Tick every
  role that applies. A party chief, for example, gets the Technician role, and a party chief who also sets up
  jobs gets Technician and Job Coordinator.

Click **Save**. The user is created and a password creation email goes to the address you entered, so make sure
that address exists or the user will never receive it.

You can edit a user's name or roles later. If you change the email, the system does not automatically resend
the password setup email. You will need to trigger a password reset manually from the login page. What the new
user sees from the email onwards is described in [Site Staff Initial Setup](https://getjobbook.com/help/Site_Staff_Initial_Setup).

**Roles**, the entry below **Users** in the **Settings** menu, opens the screen titled **Role Administration**. It
shows who holds each role, and lets you add users to a role or remove them from it, so it is the other place a
user's roles can be changed.

Watch the video: [Job Book Setup #9: Creating Users and Setting Roles in Job Book](https://www.youtube.com/watch?v=goO5__ztRdw)

## Employees

In Job Book you assign jobs to an employee profile, not a user account. Timesheets are also linked to employee
profiles. For example, a party chief can create timesheets for staff who do not have login access but still need
their time recorded.

The employee name is what everyone sees across the system, and it is what gets picked in more places than
timesheets:

- On the line items of a [DWR](https://getjobbook.com/help/DWR_Entry), where hours are recorded against an employee.
- In the **Employee:** picker on an [expense](https://getjobbook.com/help/Expense_Entry), which defaults to you and can be someone else.
- On the [Task Scheduler](https://getjobbook.com/help/task-scheduling), where tasks are assigned to employees by dragging them onto the
  employee's row.
- On a [leave request](https://getjobbook.com/help/leave-request), and in the **Leave Job:** and **Leave Manager:** fields of the
  profile itself.

How the link to a user works:

- **Linked to a user**: that person can log in, create timesheets and sign documents.
- **Not linked to a user**: that person cannot log in, but can be assigned work and have time recorded to them by
  someone else.
- **A user with no employee profile**: that person can log into Job Book because they have a user account, but
  cannot be used in the system to record time or sign documents. Their dashboard tells them so, in the red bar
  quoted on [Site Staff Initial Setup](https://getjobbook.com/help/Site_Staff_Initial_Setup#signing-in-from-then-on).

The employee name does not have to match the user name. When people are in the Job Book system they only ever see
the employee profiles, so an employee named "Charlie C" linked to the user "Charlie Chief" shows up everywhere as
Charlie C.

### The Employee Profiles list

Click **Settings** in the top-right corner.

![The Settings button in the top-right corner of the dashboard](https://getjobbook.com/_astro/settings-button.Bx_0o1dv.png)

*Employee profiles are under the same gear as users.*

Then click **Employee Profiles** in the menu that opens.

![The Settings menu open, with Employee Profiles marked](https://getjobbook.com/_astro/settings-employee-profiles.DXcxoVcS.png)

*Employee Profiles holds the records that jobs, timesheets and signatures attach to.*

![The Employee Profiles list on the Active view](https://getjobbook.com/_astro/employee-profiles-list.jTCLjxH9.png)

*My Profile is your own record, and where your signature is set.*

- The saved views above the list: **Active** shows the employees still in use, **All** shows the active and
  inactive employees together, and **My Profile** holds a single record, your own.
- The search box reads "Type and press Enter to search", with a **Search** button beside it.
- **Create** and **Export to Excel** sit above and below the cards, and a record count reads, for instance, "Showing
  records 1 to 10 of 10". On the **My Profile** view there is no **Create** button, only **Export to Excel**.
- Each card reads **Employee:** followed by the employee name. Click a card to open that employee, then click
  **Edit** to make changes later.

## Adding Employees

Click **Settings**, then click **Employee Profiles**, then click **Create**. The form is titled **Create**.

![The blank Create form for an employee profile](https://getjobbook.com/_astro/employee-create.CbM56RVK.png)

*Work, time and signatures attach to the profile; the login is optional.*

- **Employee Name:** the name everyone will see across the system.
- **Employee User:** a **Select user** button. Click it and you see all the users you have created; pick the one
  this employee is. Leave it unset for someone who should not log in.

- **Office:** a "Find an office..." picker. The employee's office is what the
  [Task Scheduler](https://getjobbook.com/help/task-scheduling#filtering-the-calendar) and the
  [Company Calendar](https://getjobbook.com/help/company-calendar#filtering-the-calendar) select on when you filter by office.

The next two are used by the Leave Requests module:

- **Leave Job:** a "Find a job..." picker.
- **Leave Manager:** a "Find an employee..." picker. See
  [Leave Request Initial Setup](https://getjobbook.com/help/leave-request-initial-setup).
- **Code:** the employee code, if your payroll system uses one. It can be left blank.
- **Active**: enabled by default. While it is ticked the employee can be picked when entering a DWR. Best
  practice for removing an employee is to untick it rather than deleting, so historical data is preserved.

Click **Save** to create the profile, or **Cancel** to leave without saving.

The form an Administrator sees carries no **Signature:** field. A person's own signature is set on their own record,
from **Settings**, then **Employee Profiles**, then the **My Profile** view, then **Edit**. See
[Site Staff Initial Setup](https://getjobbook.com/help/Site_Staff_Initial_Setup).

Watch the video: [Job Book Setup #10: Creating Employees in Job Book](https://www.youtube.com/watch?v=xbHDF_JBr4s)

## Related Guides

- Users and Employee Profiles
- [Overview](https://getjobbook.com/help/Overview)
- [Administration Settings](https://getjobbook.com/help/Administration_Settings)
- [Site Staff Initial Setup](https://getjobbook.com/help/Site_Staff_Initial_Setup)
- [Job Setup](https://getjobbook.com/help/Job_Setup)
- [Clients](https://getjobbook.com/help/Clients)
- [Leave Request Initial Setup](https://getjobbook.com/help/leave-request-initial-setup)
- [Task Plans](https://getjobbook.com/help/task-plans)