Permissions Reference

1. Overview

This page is a complete reference for the permissions an administrator can grant in ServiSuite. It explains how the permission system works, how the standard View / Create / Edit / Delete permissions are generated for each record type, and then lists — category by category — every named permission (the non-standard ones: screen access, actions, field reveals, dashboards, and reports).

Permissions are managed on the Roles screen under Administration. For how to create roles, assign them to users, and attach override sets, see Administration & Utilities.

2. How permissions work

2.1 Roles and effective access

A role is a named collection of permissions, built around a job function (for example “AP Clerk” or “Service Manager”). You grant permissions to roles, and you assign one or more roles to each user.

Access is the union of a user’s roles. A user’s effective permissions are every permission enabled in any role assigned to them. Adding a second role can only ever add access.
Permissions are additive — there is no “deny”. A permission is either granted (by some role the user holds) or not. There is no setting that revokes a permission a different role grants, so you cannot “subtract” access by layering roles.
There is no administrator or superuser bypass. No role is special in the code. An “Administrator” is simply a role whose permissions happen to cover everything. Every request is checked against the permissions the user actually holds, so a user sees and can do exactly what their roles grant — no more.

2.2 How the application hides and disables things

Permissions shape the interface in two ways:

Screens that a user’s roles do not grant are hidden from the sidebar and blocked by direct URL — navigating to one lands on an “access denied” page.
Buttons and actions are either hidden (not rendered at all) or disabled (visible but greyed out), depending on the screen. Some fields and columns — notably cost and rate figures — are hidden unless a specific “show” permission is granted (see the field-reveal permissions in Payroll, Job Cost, Service, Orders and Inventory below).

Because access is enforced on the server for every request, hiding a button is a convenience, not the control itself — the underlying action is refused server-side without the permission.

2.3 When permission changes take effect

Editing a single role (the normal Edit on the Roles screen) applies to everyone assigned that role immediately — signed-in users do not need to log out and back in; their access refreshes live.

2.4 Permission Override Sets (field-level)

Alongside the standard permissions there is a second, finer control: Permission Override Sets. These operate only at the field level and only on read and update:

An override rule names a record type, a field, a permission (Read or Update), and whether to allow or deny it. A denied read field comes back blank; a denied update field cannot be saved.
Overrides attach to roles, not to users — a user is affected only through a role they hold. They are assigned on the Overrides tab of the role editor.
Overrides can only mask fields on records a role can already reach. They cannot grant Create or Delete, and cannot open a record type the role has no access to.
A field that a granted permission marks as required can only ever be opened by an override, never closed.
Avoid conflicting rules. If two override sets on the same user set the same field’s read or update to opposite values, the result is not guaranteed — there is no deny-wins precedence. Keep each field’s rule in one place.

Create and manage override sets under Permission Overrides.

2.5 Where to manage permissions

Roles (Administration → Roles) — create a role and toggle its permissions, organized by the same categories listed below. Each category has a header checkbox to grant or clear the whole category at once.
Edit All Roles — a full-screen matrix with one permission per row and one role per column, for changing the same permission across several roles at once.

3. Standard record permissions

Most of a role’s permissions are standard record permissions, generated automatically for each record type. For a given type, ServiSuite creates up to four:

Two things are true of every standard permission:

Create, Edit and Delete each include View. Granting any operation on a type also grants the ability to read that type.
Granting an operation silently grants read access to the lookup records that type references. This is the key convenience of the system: to create a record you must be able to read the things it points at, so that read access comes along automatically.

Examples (verified):

Granting Create Sales Order also grants read on the records a sales order references — its customer, customer site address, customer terms, source building, sales tax jurisdiction, sales order type, and the other records a sales order points at — so a user who can create sales orders can see those lookups without separate permissions.
Granting Void Sales Invoice comes with read on the full set of records a sales invoice touches (customer, product, sales order, the invoice and its lines, salesman, tax jurisdiction, ledger account, and more), so the void screen can display the invoice in full.

Because these follow a fixed pattern, they are not listed individually on this page (there are over 500 of them). The sections below list only the named permissions in each category — the ones whose effect is not obvious from a record name.

4. Accounts Payable

Documented in Accounts Payable.

Permission	What it allows	Notes
AP Dashboard	Open the AP dashboard and its aging, cash-requirements, current-payments, top-vendor and captured-discount widgets.
AP Document Queue	Review scanned AP invoices waiting in the document queue and file or post them.
Bank Reconciliation	Open the Bank Reconciliation screen to load, reconcile and post a bank statement reconciliation.
Edit Vendor Invoice	Edit a vendor invoice after it has been entered.
Issue Check	Open the Issue Check screen to print or email a single AP check.
Key Off	Open the AP Key Off screen to close out vendor invoices that net to zero.	See Key Off.
Manage Prepayments	Open the Apply Prepayments screen to apply (and unapply) vendor prepayments against invoices.
Pay Invoices	Open the Pay Invoices screen to select vendor invoices and pay them by check or ACH.
Post Invoice	Open the Post Invoice screen to enter and post vendor invoices, including by data import.
Process 1099s	Open the Process 1099s screen to prepare vendor 1099s.
Reprint AP Checks	Reprint the checks from a completed AP check run.
Update Invoice Commitment Date	Change a vendor invoice’s commitment (accrual) date.	No screen currently uses this permission; the commitment date is changed on the View Vendor Invoice screen under Edit Vendor Invoice.
View Payment	View a posted AP payment or check.
View Vendor History	View a vendor’s purchase and payment history.
View Vendor Invoice	View a posted vendor invoice and its posting detail.
View Vendor Invoices	Show the Open Invoices and Paid Invoices tabs on the vendor screen.
View Vendor Ledger	View a vendor’s ledger (open items and posting detail).
View Vendor Purchase Order Prepayments	View purchase-order prepayments made to a vendor.	Read-only.
View Vendor Purchase Orders	Show a vendor’s purchase orders.	Read-only.
Void AP Payment	Void a posted AP payment or check.

5. Accounts Receivable

Documented in Accounts Receivable.

Permission	What it allows	Notes
Adjust Retention	Open the Adjust Retention screen to adjust and release retention balances on outstanding invoices.	See Retention.
AR Dashboard	Open the AR dashboard and its aging, cash-anticipation, bad-debt, past-due and captured-discount widgets.
Generate Statements	Generate customer statements in bulk.	Also reveals customer financial info.
Key Off	Open the AR Key Off screen to write off open invoice balances that net to zero.	Creates subledger records, no GL entries. See Key Off.
Manage Prepayments	Open the Apply Prepayments screen to apply customer prepayments against invoices.
Post AR Deposit	Open the Post AR Deposit screen to group cash receipts into a bank deposit.
Post Cash Receipt	Open the Post Cash Receipt screen to record customer payments.
Post Sale	Open the Post Sale screen to post a sale and generate a customer invoice.	Also needed to Bill Time & Material and Simple Invoice job contracts.
Process Desktop Payments	Take card payments at the desktop (save, charge and email receipts through the payment integration).	Requires a connected payment integration.
Send Customer Payment Link	Email a customer a link to pay online.
View AR Deposit	View a posted AR deposit.
View AR Payment	View a posted AR payment, and void it.	There is no separate void-AR-payment permission.
View Customer Financial Info	Reveal a customer’s financial information (balances, aging, credit line).	Appears on the customer screen.
View Customer History	View a customer’s purchase and payment history.
View Customer Invoice	View a posted customer invoice (including PDF and email).
View Customer Invoices	Show the Open AR and Paid AR tabs on the customer screen.
View Customer Ledger	View a customer’s ledger.
View Customer Orders	Show the Orders tab on the customer screen.
View Customer Sales Invoices	Show the Invoices tab (sales-order invoices) on the customer screen.
View Customer Shipments	Grants read access to a customer’s sales-order shipments.	The customer screen does not currently show a Shipments tab.
View Sales Posting	View the sale posting behind an invoice.	Reached from the Sales Posting link on an invoice.
Void AR Deposit	Void a posted AR deposit.

6. Administration

Documented in Administration & Utilities. Most of these open a section inside the Administration screen.

Permission	What it allows	Notes
Audit Trail	View the global audit trail: cross-record history, user activity and login history.
Booking Administration	Configure online booking settings, services and notification roles.
Internal Email Blast	Send an internal email blast to staff.
Manage API Integrations	Connect and manage third-party integrations (payments, telephony, marketing phone numbers, and more).
Manage API Tokens	Create and revoke API tokens for the public REST API, and view per-token usage.
Manage Business Settings	Edit the organization’s name, address, contact details and company logo (shown on customer-facing documents).
Manage Custom Field Definitions	Define and edit the custom fields added to standard records.
Manage Form Templates	Create and edit form templates (checklists and fillable PDFs).
Manage ID Formats	Configure the patterns used to generate human-readable record IDs, including the shared AR invoice number.
Manage Scan Devices	Register copiers and scanners that file scans into the document queue, and reset or retire their credentials.
Manage Scheduling Boards	Create, edit and delete scheduling boards.
Manage Tag Definitions	Create, edit and delete tag definitions.
Manage User Sessions	View active user sessions and sign users out.
Portal Administration	Manage the customer portal: settings, branding, invites, revocation and self-enroll links.

7. CRM

Documented in CRM.

Permission	What it allows	Notes
CRM Dashboard	Open the CRM dashboard and its lead-funnel, source, proposal-status and conversion widgets.
Manage Texting Settings	Configure organization texting: enablement, reminders, quiet hours and opt-outs.
Phone Calls	View personal recent-call history and the organization-wide unmatched-calls queue, match calls to customers, and play recordings.	Requires a connected telephony integration.
Phone Reports	View marketing campaign attribution and CSR call-performance reports.
Text Messages	Send and receive customer text messages in the shared inbox.	Includes View Text Messages.
View Text Messages	View and triage the customer texting shared inbox (claim, mark read, mark handled) — cannot send.

8. General Ledger

Documented in General Ledger.

Permission	What it allows	Notes
Business Overview Dashboard	Open the Business Overview dashboard.
Document Posting	Open the Document Posting screen to post manual GL documents, including by data import.
GL Settings	Open the General Ledger Settings screen.
Manage Banks	Create and edit banks.
Manage Budgets	Create and edit GL budgets, including by data import.
Manage Ledger Categories	Create, edit, move and delete ledger account categories.
Manage Ledger Closings	Open the Ledger Closings screen to close accounting periods.
Manage Ledger Cost Centers	Create, edit, move and delete ledger cost centers.
Manage Ledger Document Templates	Create and edit GL document templates.
Manage Recurring Entries	Open the Recurring Entries screen.	Recurring auto-posting is not currently operational; see General Ledger.
Manage Subledgers	Manage subledgers, including authorizing subledger users and resetting a subledger password.
Posting Configuration	Open the Posting Configuration screen.
Unapproved Postings	Review, approve and deny postings awaiting approval.
View General Ledger Balances	Reveal ledger account balances.

9. Inventory

Documented in Inventory.

Permission	What it allows	Notes
Acknowledge Purchase Order	Acknowledge a purchase order.
Adjust Container Sizes	Break down and consolidate inventory containers (repackage on-hand material into different container sizes).
Allocate Inventory	Open the Allocate Inventory screen to reserve on-hand inventory to work orders, sales orders, purchase orders and jobs.
Bulk Update Product Costs	Open the Bulk Update Product Costs screen.
Correct Serialized Product Cost	Correct a received serialized product’s cost, posting a balancing inventory revaluation to the general ledger.
Edit Closed Purchase Order	Edit a closed PO. Adding line items reopens the PO.	Cancelled POs are reopened from the View screen, not through edit.
Edit Product Ledger Accounts	Edit the ledger accounts on a product.
Inventory Dashboard	Open the Inventory dashboard and its PO-value, usage, valuation and aging widgets.
Manage Allocations	Open the Manage Allocations screen to update, unallocate and unpick inventory allocations.
Manage Intra-Co Shipments	Open the Intra-Co Shipments screen to manage inter-location shipments (load, unload, open and close).
Manage Inventory Counts	Create and delete inventory counts, print count sheets, and preview and post count adjustments.
Manage Pallets	Open the Manage Pallets screen to build and manage pallets.
Manage Replenishment	Open the Replenishment screen to evaluate rules and act on suggested moves.
Move Inventory	Open the Move Inventory screen to move on-hand inventory between locations.
Post Adjustment	Open the Post Adjustment screen to post an inventory adjustment.
Post Adjustment Without GL	Untick “Post to GL” on Post Adjustment, moving inventory without a matching GL entry.	Without this, Post to GL stays ticked and read-only.
Post Inventory Counts	Post inventory counts and manage count sheets.
Post Receiving	Open the Post Receiving screen to receive and post inventory.
Post Receiving Without GL	Untick “Post to GL” on Post Receiving, receiving inventory without a matching GL entry.	Without this, Post to GL stays ticked and read-only.
Print Location Labels	Open the Print Location Labels screen.
Receive Purchase Order	Receive against a purchase order.
Reverse Purchase Order Receiving	Reverse a posted purchase-order receiving.
Show Purchase Order Pricing	Reveal purchase-order monetary totals on the View and Acknowledge PO headers.	Denied users see “N/a”; the Receive screen always shows pricing.
View Building	Open the View Building screen (a building-wide rollup of product locations, containers and allocations).
View Containers Table	Show the consolidated Containers grid on View Location (one row per physical container).
View Location	Open the View Location screen.
View Pallet	Open the View Pallet screen (including pallet label preview and print).
View Product Allocations	View a product’s allocations.	Read-only.
View Product Customers	View a product’s customers.	Read-only.
View Product Locations	Show the Locations tab on the product screen.
View Product Log	Open the Product Log Transaction screen.
View Product Pallets	View a product’s pallets.	Read-only.
View Product Purchase Orders	View a product’s purchase orders.	Read-only.
View Product Vendors	View a product’s vendors.	Read-only.
View Product YTD Totals	Reveal a product’s year-to-date totals.

10. Job Cost

Documented in Job Costing.

Permission	What it allows	Notes
Close Job	Close a job.
JC Dashboard	Open the Job Cost dashboard and its expense, contract, productivity and margin widgets.
Job Cost Show Rates	Reveal cost and rate figures on job cost screens.	Field-reveal permission.
Manage Schedule of Values	Edit a Progress contract’s schedule of values, take change orders off a schedule, convert a contract to a change order (or back), and delete contracts and change orders.	Adding a change order needs Create Job Contract; approving or assigning one needs Edit Job Contract.
Post Job Cost Expense	Open the Post Job Cost Expense screen to post and transfer job expenses.
Post Job Invoice	Open the Post Job Invoice screen to post, preview and email a job invoice.	Needed to Bill a Progress contract.
Post Job Materials	Open the Post Job Materials screen to post materials to a job.
Re-Open Job	Re-open a closed job.
Reverse Job Cost Expense	Reverse a posted job cost expense.
View Job Cost Expense	View job cost expense detail, including employee rate lookups.	Read-only.
Void Job Invoice	Void a posted job invoice.

11. Orders

Documented in Sales Orders & Invoices.

Permission	What it allows	Notes
Close Sales Order Shipment	Close a sales order shipment.
Dispatch Sales Order Shipment	Dispatch a sales order shipment (and reverse a dispatch).
Override Sales Invoice GL Accounts	Intended to control overriding the GL accounts on a sales invoice.	Not currently enforced: anyone who can edit a sales invoice can change its line GL accounts.
Show Sales Invoice Cost Fields	Reveal cost fields on the sales invoice.	Field-reveal permission.
Show Sales Order Cost Fields	Reveal cost fields on the sales order.	Field-reveal permission.
Void Sales Invoice	Void a posted sales invoice.

12. Payroll

Documented in Payroll.

Permission	What it allows	Notes
Approve Incentives	Approve or deny pending spiffs and commissions.
Compute Payroll	Open the Compute Payroll screens to compute, recompute and complete a payroll.
Delete All Payroll Timesheets	Clear every timesheet in a payroll at once.
Edit Time Clock Entry	Edit a time clock entry on the Time Clock screen.	Requires Employee Time Clock for the screen itself.
Employee Time Clock	Open the Time Clock screen to punch in/out and record entries.
Manage Timesheets	Open the Timesheets screens to import, review and edit payroll timesheet entries.
Payroll Show Amounts	Reveal pay amounts on payroll screens.	Field-reveal permission.
Payroll Show Rates	Reveal pay rates on payroll screens.	Field-reveal permission.
View Employee Payroll History	View and email an employee’s payroll history.
Void Payroll Check	Void a payroll check.

13. Reports

Documented in Reports.

Reports follow a one-permission-per-report pattern: every report has its own entry in the Reports category, and the report appears and runs only if a user’s roles hold that report’s permission. The permission label is the report’s name (for example Balance Sheet Report, Income Statement Report, Commission Report, 1099 Report).

There are over a hundred report permissions; they are not listed individually here. For the catalog of reports and what each one shows, see Reports.

14. Service

Documented in Service.

Permission	What it allows	Notes
Bulk Update Flat Rates	Open the Bulk Update Flat Rates screen to sync and update flat rates.
Cancel Work Order	Cancel a work order (and uncancel it).
Contract Opportunities	Find customer sites missing service contract coverage and generate pending-sale contracts for selected sites.
Create Job Appointment	Create a job appointment.
Create Lead Appointment	Create a lead appointment.
Create Schedulable Employee Daily Shift	Create a schedulable employee’s daily shift.	See schedulable employee.
Create Scheduled Time Off	Create scheduled time off.
Create Scheduled Work Orders	Open the Schedule Work Orders screen to generate scheduled work orders.
Create Work Order Appointment	Create a work order appointment.
Delete Job Appointment	Delete a job appointment.
Delete Lead Appointment	Delete a lead appointment.
Delete Schedulable Employee Daily Shift	Delete a schedulable employee’s daily shift.
Delete Scheduled Time Off	Delete scheduled time off.
Delete Work Order Appointment	Delete a work order appointment.
Dispatch Board	Open the Dispatch Board.
Edit Job Appointment	Edit a job appointment.
Edit Lead Appointment	Edit a lead appointment.
Edit Schedulable Employee Daily Shift	Edit a schedulable employee’s daily shift.
Edit Work Order Appointment	Edit a work order appointment.
Generate Work Order Appointment Summaries	Generate full-day work order appointment summaries.
Geocoding	Run address geocoding (single and batch).
Manage Appointment Confirmations	Open the Appointment Confirmations screen to queue, generate and process appointment confirmations.
Manage Booking Requests	Review, accept and reject online booking requests.
Manage Checkups	View HVAC maintenance contract checkups across customers.	Per-row actions still require their own permissions (work order create/update, cancel work order, communication create).
Manage Product Catalog	Open the Product Catalog screen.
Manage Service Contract Billings	Open the Service Contract Billings screen to bill service contracts.
Manage Service Contract Renewals	Open the Service Contract Renewals screen to process renewals.
Mass Cancel Service Contracts	Cancel service contracts in bulk.
Mass Print Service Invoices	Print service invoices in bulk.
Mobile App	Use the mobile app.	Gates access to the technician mobile app; the sub-permissions below extend it.
Mobile App - Create Customers and Sites	Create and edit customers and sites in the mobile app.
Mobile App - Create Work Orders	Create work orders in the mobile app.
Mobile App - Lookup Customer/Site	Look up customers and sites in the mobile app.
Mobile App - View Any Appointment	View any technician’s appointments in the mobile app.
Mobile App - View Full Day	View the full day’s appointments in the mobile app.
Mobile App - View Future Days	View future days’ appointments in the mobile app.
Routing Optimization	Use routing optimization on the scheduling board (suggest technicians, optimize and apply routes).
Service Dashboard	Open the Service dashboard and its revenue, proposal-conversion, work-order-activity and dispatcher widgets.
Service Document Queue	Review scanned service invoices waiting in the document queue and file them to work orders.
Service Show Rates	Reveal cost and rate figures on service screens.	Field-reveal permission.
View Schedulable Employee Daily Shift	View a schedulable employee’s daily shift.	Read-only.
View Work Order Appointment	View a work order appointment (including its PDFs).
Void Service Contract Transaction	Void a service contract transaction.
Work Order Billing	Bill a work order and issue work-order credits.	Also grants read on the related work-order records needed to bill (customer, site, job, products, flat rates, vendor, service contract records and the billing records) — see the work-order bundle note below.

15. Utilities

Documented in Administration & Utilities. The assistant permissions in this category are explained in AI assistant access.

Permission	What it allows	Notes
Assistant	Use the AI assistant chat (data questions, grids, posting proposals).	Grants no data access of its own — see AI assistant access.
Assistant: Organization Memory	Manage what the assistant remembers for the whole organization.	Personal memories are self-service under Assistant.
Assistant: Post Cash Receipt	Allow the assistant to prepare cash receipt postings for this user (approval still required).
Assistant: Post Vendor Invoice	Allow the assistant to prepare vendor invoice postings for this user (approval still required).
Assistant: Usage Insight	View assistant usage by user for the organization.
Create Attachments	Create, delete, download and email attachments.
Financial Calculator	Open the Financial Calculator.
Manage Custom Reports	Open the Custom Reports screens to build, preview and export custom reports.
Manage Customer Duplicates	Find and merge duplicate customer accounts.	Merges are permanent.
Shipment Generate Labels	Open the Shipment Generation Labels screen to print shipment labels.
Utility Settings	Open the Utility Settings screen (hold reasons and email templates).
View Attachments	Download and email attachments.
Wallet & Billing	Manage the organization wallet: balance, top-ups, payment method and budget limits.	Shows under Administration.

16. AI assistant access

The AI assistant uses a deliberate two-layer model:

Access to the assistant at all comes from the Assistant permission, which opens the assistant chat. On its own it grants no data access — the assistant can only see and query data the user’s other permissions already allow. “Can see a screen” never implies “the assistant can act on it.”
Each posting the assistant performs needs its own permission, in addition to the user’s normal permission for that action. These are the Assistant: Post Cash Receipt and Assistant: Post Vendor Invoice permissions. A user might be allowed to post cash receipts on the screen but not through the assistant unless this second permission is also granted. In every case the posting the assistant prepares still requires human approval.

The related Assistant: Organization Memory (manage org-wide assistant memory), Assistant: Usage Insight (view usage by user) and Wallet & Billing (manage the organization credit wallet) permissions are listed under Utilities.