User roles

Every person who signs in to EVX Software has a role. The role sets what the person can do from day one and the most an administrator can ever give them, so the firm can bring in field staff, sub-consultants, clients and board members with exactly the access each one needs.

This page explains each role and when to use it. Super Administrators, Administrators and Managers choose a person's role when they create the user. The screens on this page are shown as a Super Administrator.

Jump to:

• How roles work
• Full access users
• Collaborators
• Guests
• What each role can do
• Choosing a role
• Change what a role starts with

How roles work

User types and roles

When an administrator creates a user, they pick a user type and then a role within it. Each role shows a short description next to it.

Each role shows what it is for as soon as you pick it.

EVX Software has three user types and ten roles:

User type	Roles
Full access user	Super Administrator, Administrator, Manager, Executive
Collaborator	Collaborator Customer, Internal Collaborator, External Collaborator
Guest	Guest Customer, Guest, Non executive Director

A role in EVX Software is different from a person's job. A project manager in your firm might use the Manager role or the Executive role, depending on what they need to do in EVX Software. For the pages that matter most to each job, see Next steps by role.

Defaults and maximums

Each role has two sets of permissions. The defaults are what a new user with that role gets automatically. The maximum is the most that role can ever be given. An administrator can turn on anything within the maximum, for one person or for a group, but nothing beyond it. On the permissions screens, an option outside the role's maximum is greyed out.

Four ways to fit access to your firm

The role is the starting point. Administrators then shape access in four ways:

1. Role defaults for the whole firm. An administrator can change what every new user of a role starts with. For example, your firm can decide that every new Executive sees the tasks of other users from the first day.
2. Groups. A group gives the same permissions to several people at once. A firm can create a Biology group with the access its biologists need. When a new biologist joins, the administrator adds them to the group and they get everything at once.
3. Adjustments for one person. Within the role's maximum, an administrator can turn a permission on or off for a single user.
4. Access to records. Each person, or each group, gets access to the clients, projects, departments and other members they work on. Within those, the role decides whether they can read, write or delete each kind of record: tasks, files, time entries, expenses, invoices and the rest.

For how these combine, see Permissions and access control.

Roles and your subscription

The pack a user counts toward depends on the permissions they have, not only on their role. Before you give someone more permissions, check with your EVX Software account manager how it affects your subscription.

Tip from the implementation team

Start small. Set up the people who need EVX Software now, with the roles their work calls for, and add more users as your firm adopts it.

Full access users

Full access users work across EVX Software. They can create and assign tasks, record time from the Time tab, and use task templates.

Super Administrator

For the person who runs EVX Software for the firm, usually one or two people. A Super Administrator can do everything, including setting up the system, managing dimensions, and managing the permissions of other administrators.

See the Super Administrator column in Role defaults and maximums.

Administrator

For the people who help run the system day to day, such as an office manager or an IT lead. An Administrator can do everything a Super Administrator can, except manage the permissions of other administrators and Super Administrators.

See the Administrator column in Role defaults and maximums.

Manager

For project managers and department leads. A Manager works on the clients and projects they have access to, with their team, time, expenses and billing. A Manager can create users and set their permissions, and manage time entries and task templates.

A Manager cannot change the system configuration or manage dimensions. A Manager can edit invoices but not delete them, and cannot edit confirmed invoices or the invoicing settings. An administrator can turn on these three.

See the Manager column in Role defaults and maximums.

Executive

For scientists, engineers and other staff who plan and do the work. An Executive creates and assigns tasks, records time, creates projects and clients, and reads and writes tasks, files, time entries, expenses and invoices in the projects they have access to.

By default, an Executive does not see the tasks, time entries or expenses of other users, and cannot delete records. An administrator can turn on both, except deleting invoices and payment receipts. An Executive can never manage billing, the time entries of others, task templates, dimensions or the system configuration.

See the Executive column in Role defaults and maximums.

Collaborators

Collaborators work on what is assigned to them. They can be assigned tasks and complete them, record their time, and work with files, but they cannot create tasks or assign them to anyone.

Internal Collaborator

For staff who need less than an Executive, such as field technicians and seasonal staff. An Internal Collaborator completes their own tasks, records time, also from the Time tab, and uploads and edits files such as field photos and reports. They can read tasks, milestones, events, reports and contacts in the projects they have access to.

They never see the tasks of other users, and they have no access to budgets, expenses or invoices by default.

See the Internal Collaborator column in Role defaults and maximums.

External Collaborator

For people outside the firm who do part of the work, such as sub-consultants and contractors. An External Collaborator completes their own tasks and records time from inside each task. Recording time from the Time tab cannot be turned on for this role. Files are read only by default, and an administrator can allow them to upload and edit files.

See the External Collaborator column in Role defaults and maximums.

Collaborator Customer

For a client who works with you on a project, such as a client contact who shares documents and follows the work. A Collaborator Customer can be assigned tasks, uploads and edits files, and reads the tasks, milestones, events and reports of the projects they have access to. They do not see billing information or the tasks of other users by default.

See the Collaborator Customer column in Role defaults and maximums.

Guests

Guests look at information. They cannot create, change or upload anything, and they cannot be assigned tasks. An administrator decides which records they can read.

Guest Customer

For a client who needs to follow the project without working in it. A Guest Customer reads what they are given access to and can comment on it.

See the Guest Customer column in Role defaults and maximums.

Guest

For anyone you share information with, inside or outside the firm, who only needs to look. A Guest reads what they are given access to and cannot comment.

See the Guest column in Role defaults and maximums.

Non executive Director

For an owner, partner or board member who follows the firm without taking part in operations. A Non executive Director sees the tasks, time entries and expenses of every user, and billing figures, and cannot change anything. An administrator sets which kinds of records they can read.

See the Non executive Director column in Role defaults and maximums.

What each role can do

These tables compare what each role can have. A ✓ means the role can have the permission: it has it from the start, or an administrator can turn it on. A blank cell means the role can never have it. For what each role has from the start, see Role defaults and maximums.

The columns follow the order of the Manage roles screen: SA Super Administrator, AD Administrator, MG Manager, EX Executive, CC Collaborator Customer, IC Internal Collaborator, EC External Collaborator, GC Guest Customer, GU Guest, ND Non executive Director.

System permissions

Actions across EVX Software that do not depend on a project or a client.

Permission	SA	AD	MG	EX	CC	IC	EC	GC	GU	ND
Can manage security configuration (users, groups and permissions)	✓	✓	✓	✓
Can manage configuration, owner company data, tabs, logos and colors	✓	✓
Can manage task templates	✓	✓	✓
Can use task templates	✓	✓	✓	✓
Can manage time entries	✓	✓	✓
Can add mail accounts	✓	✓	✓	✓
Can manage dimensions	✓	✓
Can manage dimension members	✓	✓	✓	✓
Can manage tasks, including assigning tasks to others and completing others' tasks	✓	✓	✓	✓
Can manage billing	✓	✓	✓
Can see other user's tasks	✓	✓	✓	✓	✓			✓	✓	✓
Can update other user's event invitations	✓	✓	✓	✓
Can link objects	✓	✓	✓	✓	✓	✓	✓
Can manage repetitive properties of tasks	✓	✓	✓	✓
Can see other user's time entries	✓	✓	✓	✓	✓			✓	✓	✓
Can reopen task	✓	✓	✓	✓		✓
Can see actual expenses paid by other users	✓	✓	✓	✓	✓			✓	✓	✓
Can edit confirmed invoices	✓	✓	✓
Can manage invoicing configuration	✓	✓	✓
Can add time entries in Time module	✓	✓	✓	✓		✓

Record types

The most each role can do with each type of record, in the clients, projects and other members it has access to. RWD is Read, Write & Delete, RW is Read & Write, and R is Read only. A blank cell means no access.

Record type	SA	AD	MG	EX	CC	IC	EC	GC	GU	ND
Notes	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Link	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Task	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Files	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Milestones	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Events	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Report	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
People	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Time entry	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Invoice	RWD	RWD	RWD	RW	R	R	R	R	R	R
Report category	RWD	RWD	RWD	RWD	RW	RW	RW	R	R	R
Budgeted expense	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Item	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Actual expense	RWD	RWD	RWD	RWD	R	R	R	R	R	R
Payment receipt	RWD	RWD	RWD	RW	R	R	R	R	R	R

Permissions added by modules

These appear only when the module that adds them is active in your installation.

Permission	SA	AD	MG	EX	CC	IC	EC	GC	GU	ND
Can manage mail templates	✓	✓	✓	✓
Can see billing information	✓	✓	✓	✓	✓			✓		✓
Can see cost information	✓	✓	✓	✓	✓			✓		✓
Can edit completed payments	✓	✓	✓
Can manage all people	✓	✓	✓	✓

Modules

Modules, the tabs at the top of the screen, have no limit by role: an administrator can add any module to any role or user. For the tabs each role sees from the start, see Role defaults and maximums.

Choosing a role

Most people fit one of these cases. The last column lists what the administrator changes after creating the user, all within the role's maximum.

Person in the firm	Role	What the administrator changes
Owner who is not in operations but follows every project	Non executive Director	Gives access to the projects and sets the kinds of records the owner should see to Read only.
Consultant who tracks task progress for reports	Guest	Adds the Tasks module, sets Task to Read only, and turns on Can see other user's tasks.
Field technician	Internal Collaborator	Usually nothing beyond access to their projects.
Sub-consultant or contractor	External Collaborator	Sets Files to Read & Write if they deliver reports or data.
Client contact who shares documents and follows the work	Collaborator Customer	Gives access to their projects only, and sets Time entry to Read only, or to None if the client should not see hours.
Client contact who only needs to look and comment	Guest Customer	Gives access to their projects only, and sets the kinds of records they should see to Read only.
Project manager	Manager	Gives access to their clients and projects.
Accountant or office administrator	Manager	Turns on Can edit confirmed invoices and Can manage invoicing configuration.
Senior scientist who plans work but does not handle billing	Executive	Turns on Can see other user's tasks if they coordinate a team.

Change what a role starts with

An administrator can change the defaults of a role for every new user who gets it. Your name is at the top right of every screen.

Your name›Settings›Users, groups and permissions›Manage roles

Each role opens its own default permissions.

1. Click the role.
2. Tick or clear the permissions and modules, and choose the level for each kind of record. Options outside the role's maximum are greyed out.
3. Click Save.

To choose the role of a person when you create them, see User management.

What you can do next

1. Role defaults and maximums to see every permission each role has by default and at most.
2. Permissions and access control to see how roles, groups and access to records combine.
3. User management to create users and give them a role.