Permissions

Permissions in Kickserv control what users can see, create, modify and delete. You may want different permission settings for office staff, technicians, and the account admin.

In this article, we will cover:

Permission types
Editing permissions
Changing account owners
Resolving common issues

Permission types

Kickserv users can have two types of permissions on their account: full permissions (also known as admin mode) or custom permissions selected for them by an admin.

Full permissions (admin mode)

Admin mode grants a user the full ability to see, create, modify, and delete everything in a Kickserv account. The account owner already has full permission mode. This is best reserved for any user who needs similar access as the account owner.

Custom permissions

Here are the permission options that you can select/deselect for specific employees:

Note: You cannot turn off the option to View Contacts, Additional Contacts, Jobs, Job Charges, Time entries, and Notes for a user. These are defaulted to show for every Kickserv user, regardless of permissions.

Contacts: Checking this allow a user to view, create/modify, or delete customer records.
Additional Contacts: Check this allows a user to view, create/modify, or delete additional names and numbers added to a customer record.
Jobs: Checking this allows a user to view, create/modify, or delete a job. Editing a job allows the user to change the service type, choose a different customer for the job, update the status (e.g. start/stop/complete) and also update the job description. They can also schedule jobs.
Job charges: Checking this allows a user to view, create/modify, or delete charges from a job.
Expenses: Checking this allows a user to view, create/modify, or delete expenses from a job.
Payments: Checking this allows a user to view, create/modify, or delete payments from a job.
Time entries: Checking this allows a user to view, create/modify, or delete time entries from a job.
Notes: Checking this allows a user to view, add, and delete notes and files.
Employees: Checking this allows a user to view, create/modify, or delete employee details.

Note: Employees labeled as "Staff" will not be able to modify employee details. If needed, Staff members can use this shortcut to access Settings –> Manage users: app.kickserv.com/subdomain/employees.

Messages: Checking this allows a user to read, write, and reply to messages in Kickserv.

Editing permissions

To change permissions for a user, follow these steps:

Navigate to Settings —> Manage Users.
Locate the user who's permissions you want to modify.
Select the lock icon that corresponds with the user.
Select/deselect the desired permissions.
Select the Update Permissions button to save the new settings.

Changing account owners

Sometimes a Kickserv account is originally set up by someone who is not the owner of the business, which can lead to potential problems in the future. For example, if billing information changes or the account creator leaves the company. To avoid any issues, we strongly recommend the business owner also be the owner of the Kickserv account.

To change the owner of the account, follow these steps:

Log in to the Kickserv account as the current owner.
Navigate to Settings —> Manage Users.
Select the lock icon next to the user that will be the new owner.
Select the Full Permissions (admin mode) button to ensure the new user has full control of the account. Select the Update Permissions button to save any changes.
Navigate to the Edit employee button at the top of the page.
Be sure this user has Login Allowed set to Yes, and Assignability set to User can be assigned work.
Also be sure this user has a username and password. This can be updated/changed in the Login Access section. Select the Update employee button to save any changes.
Navigate to the Account & Billing section of the Settings menu.
Select the Account Owner tab, then choose the name of the new account owner from the drop down menu next to Select the new Account Owner.
Select the Change Account Owner button to finalize your changes.

Resolving common issues

Oftentimes, if a user cannot view, locate, or access something on their Kickserv account, it comes down to a permissions issue. Any users with admin abilities can update user permissions (in addition to resetting usernames and passwords).

We recommend double checking a user's permission settings if you run into any issues with their ability to make changes on a Kickserv account.