Job Access Control lets the Admin decide which users can see which jobs. When it is on, each user sees only the jobs they created or were given access to. The Admin always sees every job.
Turning it on
Go to Company Settings > Job Access Control and turn on the switch. Only the Admin user (the person who set up your ContractorTools account) can open this screen.
When you turn the switch on, every existing job is automatically shared with its estimator, so the people already working on a job keep seeing it. The switch applies to the whole company and to all of your devices.
Turn the switch off at any time to let every user see every job again. The access settings on each job are kept, so you can turn it back on later without redoing them.
Who can see a job
• The Admin always has access to every job.
• The job's creator has access. When a user creates a job, they become its estimator and are given access automatically.
• The job's estimator always has access. If you change the estimator in Job Info, the new estimator is given access too.
• Anyone the Admin adds on the job's "Job Access Control" screen (in the Job Info menu).
Users who are not on the list do not see the job in the jobs list, the dashboard, company reports, purchase orders or anywhere else in the app.
Giving other users access to a job
1. Open the job and choose Job Info.
2. Choose Job Access Control, directly below Estimator. This option is only shown to the Admin.
3. Check each user who should have access, or uncheck a user to remove their access.
The Admin is always checked, and the estimator is marked so you can see why they have access.
How users are matched to employees
ContractorTools links each user account to the employee contact that has the same email address. This link is what makes a user the estimator of the jobs they create, and what gives an estimator access to their jobs.
The Users list on the Company Settings > Job Access Control screen shows the employee each user is linked to. If it says No matching employee contact, open Company Settings > Employees and give that employee the same email address the user signs in with. Then use Grant Estimators Access on the Job Access Control screen to share their existing jobs with them.
Things to know
• Job templates are never restricted. Every user can see and use them.
• Job Access Control hides jobs in the app. It does not change what syncs between devices, and it does not affect QuickBooks syncing or the Web Portal.
• A user who has access to no jobs sees 0 Jobs in the jobs list. Ask the Admin to give you access.