How Roles and Permissions Work

[Screenshot: The role preset editing popup showing Permission Categories and Role-Specific Settings]

Every team member in MonuDesk has a role. Each role comes with default permissions that you can customize. Permissions are split into two sections: Permission Categories and Role-Specific Settings.

The five roles

Owner has full access to everything. Can manage the team, see all financial data, and configure all settings.

Office is designed for office staff who handle the business side. Can manage orders and view financial data.

Sales is designed for salespeople who sit with customers. Can create and edit quotes and log payments.

Shop is designed for production staff. Can view orders and update to-dos but cannot see pricing by default.

Field is designed for installation crews. Can view orders and update field-related to-dos but cannot see pricing by default.

Permission Categories

[Screenshot: Permission Categories showing Team Members, Order Management, Financial Documents, and Settings with View/Create/Edit/Delete toggles]

There are four permission categories. Each one has View, Create, Edit, and Delete toggles.

Team Members

Controls access to the Team section in Settings.

View off means the Team button disappears from Settings entirely.

View on means the user can see the list of team members, their roles, and their info.

Create on means the user can invite new team members. The role dropdown only shows roles at their level or below.

Edit on means the user can edit names, phone numbers, and emails. Only Owners can change roles and permission toggles.

Delete on means the user can deactivate team members below their role in the hierarchy.

Order Management

Controls what the user can do with orders.

View is always on and cannot be turned off. Every user can always see the order board and open orders.

Create controls the New Quote and Duplicate Order buttons.

Edit controls the Edit Quote button in the order overview.

Delete controls the ability to cancel or archive orders.

Financial Documents

Controls access to financial files (invoices, receipts, quote PDFs) in the Documents tab inside an order.

View off hides the Financial Document category entirely. Non-financial documents (photos, proofs, work orders) remain visible.

View on shows invoices, receipts, and quote PDFs.

Create controls whether the user can manually upload financial documents.

Edit controls whether the user can modify or re-generate financial documents.

Delete controls whether the user can delete financial documents.

Settings

Controls what the user can do inside the Settings area (vendors, cemeteries, company profile).

View is always on and cannot be turned off.

Create controls the Add Vendor and Add Cemetery buttons.

Edit controls editing vendors, cemeteries, and other settings.

Delete controls deleting vendors and cemeteries.

Role-Specific Settings

[Screenshot: Role-Specific Settings showing Can see costs and Can change stages toggles]

These are individual toggles that control specific capabilities across the entire app.

Can see costs controls whether the user sees any pricing anywhere in the app. When turned off, the Live Quote, order details pricing, and balance due are all hidden. The user can see what needs to be built but never sees dollar amounts. This is designed for shop and field workers.

Can change stages controls whether the user can drag orders between stages on the board. Turn this off if only managers should move orders through the pipeline.

Role hierarchy

Each role can only invite and manage people at their own level or below.

Owner can invite and manage all roles.

Office can invite and manage Office, Sales, Shop, and Field.

Sales can invite and manage Sales, Shop, and Field.

Shop can invite and manage Shop and Field.

Field can only invite and manage Field

Example configurations

Salesperson: Order Management Create and Edit are on so they can create and modify quotes. Can see costs is on so they can price orders. Financial Documents View is on so they can share invoices with customers. Settings and Team Members are off since they don't manage those areas.

Shop worker: Order Management View only (Create, Edit, Delete all off). Financial Documents View off. Can see costs off. They see what to build but nothing about money or documents.

Related articles:

• How to Manage Team Members

• How to Invite Your Team

• How to View and Download Documents