Roles, permissions and paid seats
Planado employees can access the web application and the mobile application. You manage their access using Roles and Additional permissions. You can assign one or more roles to each employee and limit their scope by business unit.
Employee access can be paid or free:
- Paid access (uses a paid seat): required for employees who create or edit jobs, clients and sites, work with the schedule and map in the web application, or complete jobs in the mobile application. The number of paid seats is set under Settings → Billing.
- Free access (does not use a paid seat): for employees who only need to view data in the web or mobile application. They cannot make changes or complete jobs. The number of free users is unlimited.
During the trial, you can add any number of employees with paid access.
The pricing plan applies to everyone in the company: employees cannot use different plans.
The Owner also uses a paid seat. You can transfer ownership to another employee under Settings → General.
Default built-in roles
Planado provides five built-in roles for common employee tasks.
Administrator
- Purpose: manage company settings and the service, except the billing page.
- Permissions: full access to web application sections and company settings; does not grant access to the mobile application.
- Details: a system role that cannot be edited or deleted.
- Paid seat: required.
Manager
- Purpose: manage day-to-day operations without administration privileges.
- Permissions: edit all data in the web application, including jobs, clients, sites and the schedule.
- Restrictions: no administration features or mobile application access.
- Paid seat: required.
Dispatcher
- Purpose: work with jobs, teams and the schedule.
- Permissions: edit jobs, clients and sites; view teams, the schedule and users; access the map and manage shifts.
- Restrictions: cannot delete jobs.
- Paid seat: required.
Field worker (team leader or worker)
- Purpose: work in the field using the mobile application.
- Permissions: complete jobs in the mobile application, and create jobs there if this is enabled in settings.
- Paid seat: required.
Read-only
- Purpose: managers and team members who do not need to edit data or complete jobs.
- Permissions: view pages in the web and mobile applications without editing.
- Paid seat: not required; this role is free.
If an employee needs access beyond their assigned role, grant it under Additional permissions in their user settings.
Assigning roles and paid seats to employees
Open Settings → Users → List and select an employee, or click Add user.
In Permissions, select a role from the list. If business units are enabled, choose where the role applies. Add another role or configure Additional permissions if necessary.
Check the indicator in the user form: it shows whether the employee uses a paid seat.
- Used seats increase when an employee without a seat receives a paid role.
- If all paid seats are occupied, the Owner can purchase more under Settings → Billing.
- Used seats decrease when a paid role is removed or replaced with a free role, such as Read-only.
Click Save when editing an existing user.
Combining roles: if an employee has several roles, their permissions are combined.
Business unit scope: when the employee switches to a business unit in which they do not have the corresponding role, access to that unit's sections is hidden.
Configuring roles
Open Settings → Roles to manage role templates.
Custom role configuration is available on the Pro plan. Other plans provide only the standard role sets.
Click New role, enter a unique name and configure the access level for each area, such as viewing, editing or deleting data. After creating a role, you can assign it to users.
You can also change the permissions in existing roles, except Administrator, which is locked. Changes apply to all employees with that role the next time they load a page.
The Administrator role cannot be deleted. Other roles can be deleted. Before deletion, Planado shows how many employees have the role and asks for confirmation. Those employees lose the access granted by the deleted role.
Delegating user management
To let an employee add and edit other users without the Administrator role, grant permission to edit users. In the permission editor, enable Users and select For editing.
Permission limits: employees cannot grant more access than they have themselves. Assigning roles or additional permissions beyond their own access is blocked. This also applies to changing the email address or password of a user with greater access.
Business unit limits: a manager or business unit administrator can manage users and assign roles only within their own business units.
The Owner and an Administrator of all business units can assign any role and permission company-wide.
If you need help configuring roles and paid seats, submit a request or email support@planado.app.