Users, Roles, and Permissions

Cloudflow uses organization membership, roles, and optional permission overrides to control access.

Membership Roles

Standard roles are owner, admin, manager, member, and technician. Organizations can also use custom role behavior where enabled.

Seats

Memberships can count toward seat limits. Plans can define included seats, allowed seats, active membership counts, free-seat behavior, and purchased seat add-ons.

Roles & Permissions

Open Settings > Roles & permissions to control what each role can do. The page has three sections:

• Role permissions: a matrix of permissions by role. Owner access is always on. Admin, manager, member, and technician columns can be adjusted, and each permission is either all-records or assigned-records access where that applies (for example, view all services versus view assigned services).
• Status change restrictions: choose which service statuses each role may move work into.
• Note permissions: choose which service note types each role can view and write. Types include General, Internal, Admin, Status update, System, Alacrity comment, Xactimate note, Xactimate status, and Other. Admin notes stay in Cloudflow and never sync to claims providers. A separate permission controls who can post notes to Alacrity.

Changes are saved with Save changes. Only roles allowed to manage role permissions can edit the matrix; others see it read-only.

Permission groups include Workspace, Services, Corrections, Tasks, Customers, Field Team, Finance, Files, Reports, Automations, Instant estimates, Materials, and Proposals.

Corrections and tasks

Corrections have their own permissions: view all or assigned, create, edit all or assigned, assign, and delete. Tasks can be limited to view, create, edit, and delete either for all tasks or only for tasks assigned to the user. By default only owners and admins see all tasks, while everyone can see and manage tasks assigned to them.

Mobile app permissions

The Mobile App group controls what field staff can do in the Cloudflow mobile app, separately from the web app. It includes changing schedules, uploading and deleting files, creating and deleting invoices, adding invoice charges, ordering Hover reports, and the full set of correction permissions.

View As a technician

People who can view users can preview what a technician sees. Open your profile menu, choose a technician under View Mode, and use Exit Technician View to return. This only changes what you see; it does not change your actual access.

Role-based access

Role-based access controls protect dashboard pages and API routes. Page access and API access can require specific permissions, subscription capabilities, or organization membership.

Admin Checklist

• Deactivate users who no longer need access.
• Keep technician users linked to technician profiles when field access is needed.
• Review custom roles before changing subscription or support-access settings.
• Audit sensitive changes such as API key creation, billing updates, and permission overrides.