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How to create and assign user roles (Admin vs Employee)

Role-based access control

OutSmart uses a role-based permission system to control what each user can see and do. Roles define granular CRUD permissions (Create, Read, Update, Delete) for each module in the application.

Admin vs Employee

  • Admin — full access to BackOffice settings, user management, integrations and all work order operations.
  • Employee — limited to assigned work orders, time registration and (optionally) material management. Cannot access settings or user management.

Creating a custom role

  1. Navigate to Settings > User Management.
  2. Click Roles and then Add Role.
  3. Name the role (e.g. "Planner", "Supervisor", "Read-Only Auditor").
  4. For each module, toggle the Create, Read, Update and Delete permissions as required.
  5. Click Save.

Assigning a role to a user

  1. Go to Settings > User Management > Users.
  2. Select the user and choose the appropriate role from the dropdown.
  3. Click Save. The permissions take effect immediately.

Legacy permission keys

Some older permission settings (e.g. SETTINGS_WORKSHEET_EDIT, SETTINGS_EMPLOYEES) may still be visible in your account. These are gradually being replaced by the role-based system. If you encounter a legacy key, it will continue to work alongside the new roles.

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