Roles & Permissions

This page explains the five roles in Field Pro — what each person can see and do, and how much of your organization's data each one reaches.

Field Pro gives every person a role. The role decides which screens they open, what they can change, and which records appear for them. Use this page when you set up your team or wonder why someone can't see something.

The five roles

• Admin — runs the whole system. Sees every territory and every screen, and is the only role that can add, edit, or remove user accounts.
• Manager — runs a territory and its team. Can do almost everything an admin can on day-to-day screens, but cannot create or delete user accounts.
• Supervisor — oversees their own territory. Sees dashboards, reports, and beat plans for their area, but not the catalog, approvals, or organization settings.
• Rep — a field sales person on the mobile app. Works only with their own outlets, visits, orders, and payments.
• Field Helper — assists one rep. Works with their own records plus the customers of the rep they help.

Note: "Admin", "manager", and "supervisor" are web-app users (they work in a browser). "Rep" and "field helper" are mobile-app users (they work on a phone). A manager or admin can also open the mobile app.

📷 [SHOT: roles-1] — web — Team list in Settings showing several users with different role labels — caption: "Each team member is assigned one role."

Data scope — how much each role sees

Your data scope is the slice of records you can reach. It follows the team hierarchy.

• Admin — everything, across all territories.
• Manager — their full territory: every rep, outlet, order, and visit under them.
• Supervisor — only their own territory, for viewing and reporting.
• Rep — only their own data (and their helpers' data).
• Field Helper — their own data plus the customers of the rep they assist.

Note: A rep can never act for another rep. Even if a phone tries to send another person's name, the system always treats the rep as themselves. This keeps each rep's data private and correct.

What each role can do

This table compares the main things people do in Field Pro. "Own" means their own data scope (see above).

Note: Reps and field helpers see most of these screens read-only or scoped to themselves on the mobile app — for example, they can view their beat for the day but not change it.

One device, one session for reps and helpers

A rep or field helper gets one active session at a time. Their account is also tied to the first phone they sign in from.

• If they sign in on a second phone, the first session ends — the first phone is signed out on its next sync.
• A different phone is blocked at login until an admin or manager resets the device.

Best practice: Give each rep and helper their own account on their own phone. Sharing one account across phones will keep logging people out and blocking devices.

Warning: If a rep gets a new or replaced phone, an admin or manager must reset their device before they can sign in on it.

Related

• Set up your team
• Who uses Field Pro
• Best practices
• Troubleshooting & FAQ
• Settings hub