Manage permission groups and team access in ShopWrk

Access in ShopWrk is permission groups plus grants. It is not three fixed roles named Owner, Admin, and Technician. You invite people from Team → Staff. You decide what they can do on Team → Access, and on that person’s Access tab. Anyone with permission to view the team can open Team. Extra grants cover staff, schedule, time, compensation, and payroll prep. A few actions stay Owner-only.

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Owner is not a group

Owner is a protected shop status. It is not a permission group you rename or delete. A shop can have more than one Owner. An Owner bypasses group and override checks. The last Owner cannot be demoted, deactivated, or removed. Rows marked Owner on the Access screen are Owner-only. Leave those to an Owner.

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Permission groups

Go to Team → Access. The left side is a searchable list of groups. Open a group to see its grants, then the people in it. A new shop starts with two groups:

• Administrator is locked. It has every grant you can give. You cannot rename it, delete it, or edit its grants. Do not hunt for an edit button on it.
• Technician is seeded for you and you can edit it. You can rename it. You cannot delete it.

Create custom groups when those two are not enough. You can rename a custom group, delete it, and assign or remove members. A person can belong to more than one group. Grants stack. If any of their groups allows something, they have it, unless you set a member override.

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Grants and member overrides

On a group, toggle the grants that group should have. The member Access tab uses the same grant editor, so the layout matches what you already saw on the group. Grants you will use a lot:

• Manage Staff, Manage Schedule, and Manage Time
• View Compensation and Manage Compensation
• Prepare Payroll
• View full calendar
• View Agents and Manage Agents

Price visibility is a grant too. On Team → Access, open the group and leave selling-price grants off if technicians should not see prices. The default Technician group can still see inventory retail price for the work they do. Costs, valuation, and margin stay hidden unless you grant those separately. There is no single shop-wide switch that reveals every price. On a member, you can leave a grant on Inherit, or set Allow or Deny. The member setting wins. Owner still bypasses this. Calendar access is a grant, not a separate card on Access. Turn on View full calendar when someone should see the whole shop calendar.

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Invite a team member

Invites live on Team → Staff, not on this page. Email, name, and phone are required. Phone becomes Work Phone for this shop. See Invite someone. Inviting another Owner is Owner-only. Regular invites follow whoever you gave invite permission to.

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A member’s Access tab

Open the person from Staff, then Access. Assign groups and set Inherit, Allow, or Deny on the same editor you use for groups. There is no separate per-agent table on this tab.

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Deactivating someone

Deactivate a member from their profile. They cannot sign in. Jobs, time, and assignments stay in history. Future draft and published shifts cancel. Reactivate later and their groups and overrides come back.