Roles and permissions
A role groups permissions; each member of the garage has a role. The Settings > Roles screen is reserved for people who have the permission to manage roles (administrators, for example).
Provided roles
Section titled “Provided roles”Each garage receives four roles when it is created:
| Role | Permissions |
|---|---|
| Administrator | All permissions, including those of upcoming features. |
| Reception | Manage workers; view, create, edit and archive clients and vehicles (no deletion, export or anonymization of a client); view, upload and delete photos and documents; work orders (including reopening), linking work orders to their invoices, issuing and sending quotes with the customer response, schedule, notifying clients (“vehicle ready”, sending a notification again), catalog, stock (deliveries, adjustments, stock counts), supplier orders (parts to order, preparing, sending, committed purchases), workshop assistant; recording their own time and viewing the time spent by all workers (without their cost); taking payments (payments, deposits, refunds), viewing payments and running the cash register — without cancelling or moving a payment. |
| Technician | View clients and vehicles; view and upload photos and documents (without deleting them); work orders (follow-up, lines, status, no reopening or invoice linking; prepares the lines of a quote but does not issue it), schedule read-only, catalog read-only, stock view-only (issues follow their work orders), workshop assistant, recording their own time (they only see their own time spent); does not notify clients and does not order from suppliers. |
| Accountant | Export the accounting (FEC, CSV) and view the export history; view payments and the cash book, compliance and clients (for customer account names). No write access: the accountant downloads their own files (see Accounting and export). |
Reception prepares and sends supplier orders; only the Administrator declares suppliers and enters their credentials.
These roles are marked Provided: they can be neither changed nor deleted. For a different need, create your own role.
Create a role
Section titled “Create a role”- Click Create a role.
- Give it a name (60 characters at most), different from the garage’s other roles, for example “Workshop manager”.
- Tick the permissions it grants.
- Click Save.
The role appears immediately in the list and can be assigned to a member or an invitation (see Members and invitations). The free plan does not limit the number of roles.
Permissions table
Section titled “Permissions table”| Permission | What it allows |
|---|---|
| Manage garage information | Change the garage’s name, contact details and logo (see Garage details). |
| Manage settings | Change the garage’s settings: time zone, language, calendar, notifications. |
| Manage members and invitations | Invite, change a member’s role, remove them, cancel an invitation. |
| Manage roles | Create, edit and delete custom roles. |
| Manage workers | Add, edit and archive the workshop’s workers (see Workers). |
| View the audit log | Read the history of actions taken in the garage. |
| View clients | Read client records, their contacts, consents and vehicles. |
| Create and edit clients | Create and edit clients, contacts, consents and addresses. |
| Archive and restore clients | Archive a client and restore it. |
| Delete a client with no history | Permanently delete a client who has no history. |
| Export a client’s data | Produce a client’s export (right of access and portability). |
| Anonymize a client (permanent) | Anonymize a client: the operation is irreversible. |
| Merge two client records (permanent) | Combine two records of the same client: contacts, vehicles, jobs and documents move to the kept record; a merge cannot be undone. |
| View vehicles | Read vehicles, their holders and mileage readings. |
| Create and edit vehicles, holders and mileage | Create and edit vehicles, garage models, holders and readings. |
| Archive and restore vehicles | Archive a vehicle and restore it. |
| View photos and documents | See, open and download the photos and documents of a client or a vehicle. |
| Add photos and documents, change their category and name | Add a document, change its category or name, scan it again. |
| Delete photos and documents | Permanently delete a document. |
| View work orders | Read work orders: records, lines, comments, status history, documents (together with viewing documents). |
| Create and track work orders (lines, mileage, comments, status) | Create and edit a work order, its lines and its mileage; comment; change its status. |
| Reopen a completed, invoiced or cancelled work order | Put a closed work order back in progress. |
| Link work orders to their invoices (number, correction, credit note) | Move a completed work order to “Invoiced” with its invoice number, correct that number, cancel the invoice with a credit note (together with the permission to reopen). |
| Issue and send quotes, record the customer’s response | Issue a quote from the lines of a work order, send it by email, record the client’s acceptance or decline. The PDF can be viewed with read access to work orders and clients. |
| View the schedule | See the schedule and the appointments. |
| Create, move and delete appointments | Manage the appointments of the schedule. |
| Notify clients (vehicle ready, resend a notification) | Send the “vehicle ready” email from the page of a completed or invoiced work order, send again a notification that was not sent or failed; also required to send a quote by email. Confirmations and reminders go out by themselves with the appointments. Removed during a support session. |
| View the catalog (parts, fixed-price services, service templates, labor types) | Read the catalog and the hourly rates. |
| Manage the catalog and hourly rates | Create, edit and delete catalog items. |
| View stock (quantities, locations, movement log, alerts, export) | Read quantities, locations, thresholds, the movement log and alerts, and export stock. |
| Record deliveries and returns to suppliers | Record goods received and returns to suppliers. |
| Adjust stock, run stock counts, enter or import initial stock, view stock value | Correct quantities, run stock counts, enter or import initial stock, edit location and threshold, and see costs (average cost, stock value). |
| Manage suppliers (credentials, catalogue, category mapping) | Declare a supplier, enter its account credentials, set the category mapping, start a synchronization. Removed during support access. |
| Order from suppliers (parts to order, purchase orders, committed purchases) | See the parts to order, prepare, send and cancel a supplier order, view committed purchases; see purchase prices. Removed during support access. |
| Use the workshop assistant | Ask the assistant questions from a work order or a vehicle page and see the questions already asked. Removed during support access. |
| Track own time (timer, entry) and correct own entries | Start and stop the timer, enter time spent for the worker linked to one’s account, and view or correct one’s own time (within 7 days of entry). Without the next two permissions, one only sees one’s own time, totals included. |
| View time spent by all workers (statistics, printed detail) | See the time of all the garage’s workers: a work order’s totals, per-worker tracking, statistics, printed detail. |
| Manage everyone’s time, absences and workers’ hourly cost | Record and correct any worker’s time, without a time limit; manage absences; view and change the internal hourly cost. |
| View compliance (fiscal journal, closures, archives) | Read the fiscal journal that seals every invoice and credit note, the closures and their Z report, the fiscal archives; check the integrity of the chain and of an archive. |
| Manage compliance (financial year closure, archives) | Close a financial year, choose the month the financial year starts, request a fiscal archive. Removed during a support session. |
| Export accounting (FEC, CSV) and view the export history | Produce the journal entries export of a period, download a past export again (see Accounting and export). The accounts themselves are set with Manage settings. Removed during a support session. |
| View payments, unpaid invoices and statements | Read payments, the amount due on invoices, invoices to collect, payments taken, a client’s account statement and receipts. |
| Take payments, refunds and deposits | Record a payment (split payments included), refund an overpayment, take a deposit (with invoice issuing), grant a deferred payment at vehicle return. Removed during a support session. |
| Cancel or move a payment | Cancel a payment with a reason, or move it to another invoice of the same client; the correction is written to the fiscal journal. Removed during a support session. |
| View the cash book | Read the cash book: opening float, cash payments, cash out, bank deposits, counts. |
| Run the cash register (movements, bank deposits, counts) | Set the opening float, record cash in or out, a bank deposit, a count with its discrepancy. Removed during a support session. |
Job statuses, resources, VAT rates and schedule hours fall under “Manage settings”.
Viewing a document also requires being able to view its record (client or vehicle). The Technician uploads documents without being able to delete them: to let a technician delete documents, create a custom role with their permissions plus Delete photos and documents; only a member who holds these permissions can assign that role.
During a support session, Manage suppliers and Order from suppliers are always removed: a support operator never enters the garage’s credentials with its suppliers and never commits any spending on its behalf.
Deleting, exporting, anonymizing and merging client records are reserved for the Administrator by default; a custom role can receive them. The database itself also refuses a merge to anyone without the permission, and always during a support session.
Time spent is personal data about employees: the database itself only shows a member the time their permissions cover (their own time with the permission to record time only). Managing everyone’s time is reserved for the Administrator by default; a custom role (for example “Workshop manager”) can receive it.
Payments and the cash register: Reception takes payments, views payments and runs the cash register; cancelling or moving a payment is reserved for the Administrator by default (a fiscal correction). The Technician has none of these permissions. Taking payments, cancelling and running the cash register are always refused during a support session, by Garage+ and by the database.
The two compliance permissions (NF525 foundation) are reserved for the Administrator by default; a custom role (for example “Accountant”) can receive them. The database itself shows the fiscal journal only to a member who holds View compliance.
Edit or delete a role
Section titled “Edit or delete a role”- Edit: change the name or the permissions, then save. Members who have this role receive the new permissions on their next action.
- Delete: only possible if no member and no pending invitation has this role. Give them another role first, or cancel the invitation.
When a role loses permissions, the pending invitations that its members could no longer send are cancelled automatically (the link that was sent stops working); the cancellation is recorded in the audit log. Every role creation, change or deletion is recorded there too.
You are not an administrator
Section titled “You are not an administrator”With the permission to manage roles, you cannot give more than you have: permissions you do not have are greyed out. A custom role that manages members must therefore cover the permissions of the role it assigns: for example, since the Technician role now includes viewing clients, vehicles, work orders, the schedule and the catalog, as well as recording one’s own time, you must have those permissions to assign it. You also cannot edit or delete a role that grants permissions you do not have.
Why can’t the Administrator be changed?
Section titled “Why can’t the Administrator be changed?”The Administrator always has all permissions. If it could be changed, a garage could end up with no one able to manage members, roles or settings. To give someone fewer rights, assign them another role; a garage always keeps at least one administrator.