T&M Flow supports a flexible permissions model that allows company administrators to assign appropriate access to both internal team members and external collaborators. Below is a breakdown of the available Company Roles and Project Roles, along with their corresponding permissions.
(e.g., Company Owner / Account Owner)
Full access to all projects, company settings, and user accounts
Create and assign projects
Manage billing and company information
Invite, remove, and manage internal and external users
Cannot be reassigned or removed
(e.g., Senior Management or Company Administrator)
Broad access to company settings and user management
Manage users and company information
Assign users to projects and oversee project activity
Cannot manage billing or remove the owner
(e.g., Project Supervisor with Company-Wide Visibility)
Operational access across all company projects
View all company projects
Assign users to projects
Upload files and oversee project-level tasks
Cannot manage billing or company-level user roles
(e.g., Standard Internal Team Member)
Restricted to assigned projects and file-level interaction
Access only projects they're assigned to
Can upload files and contribute to project data
Cannot assign users, manage company info, or view all projects
(e.g., Intern, Assistant, Limited Role User)
Minimal access for special-use or placeholder accounts
Limited visibility and permissions
Best used for temporary or restricted access needs
Role behavior may vary based on future platform updates
Project Roles define what a user can see and do within a specific project. These roles are assigned when adding users through the Project Users tab of any project and do not grant access to company-level information or settings.
(e.g., Project Lead / Primary Accountable Party)
Highest level of access on the project
Full visibility and control over all project data
Assign, remove, and manage project users
Upload files, manage reporting, and edit all sections
Typically assigned to the company that owns the job
(e.g., Senior Project Coordinator / Internal Project Admin)
Supports project setup and management activities
Access to all project tabs
Upload files and assign users
Cannot remove the Project Owner
Cannot manage company-level settings
(e.g., Field Supervisor / On-Site Manager)
Manages day-to-day activity within the project
Upload and organize files
View most project details
Assign or reassign users (depending on role permissions)
Cannot manage audit logs or full project-level controls
(e.g., Estimator, Field Tech, Internal Data Entry)
Performs core project functions
Upload files
View project documents assigned to them
Cannot assign users or change project settings
(e.g., Subcontractors, External Vendors)
Limited access to upload or view files
Can upload assigned documentation (e.g., receipts, reports)
Cannot see unrelated project tabs or internal data
Cannot assign or manage users
(e.g., Adjusters, Consultants, Passive Stakeholders)
Read-only access for oversight or auditing
Can view files and project data
Cannot upload, edit, or assign anything
Ideal for third-party oversight without risk of modification
(e.g., Trade Partner or Specialty Crew)
Granular access for field contributors
Upload trade-specific documentation (e.g., photos, logs)
Access may be further limited by project admin
Cannot view unrelated internal data or assign users
Internal users can be assigned both a Company Role and one or more Project Roles.
Permissions are cumulativeβa userβs overall access is determined by the combination of their company-level and project-level roles.
For example, a user with the Company Role: Manager and the Project Role: Staff will be able to access all company projects but will only have limited upload/download permissions within each project unless elevated to Project Manager.
A Company Admin might not be explicitly assigned to a project but can still view and manage it due to their administrative privileges.
An external user may have no company-level role but can still collaborate effectively when assigned to a project as External Staff or View Only.
This layered role system ensures that each user has the appropriate level of access β whether broad or limited β based on their role in the company and their responsibilities within specific projects.
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