Roles & Permissions

What This Page Covers

A practical reference for the responsibilities you can assign to a team member and where those responsibilities apply.

Responsibilities

FSRevs presents these responsibilities to workspace managers:

Role	What this person can do
System owner	Has full ownership and control over the system, including all locations, users, and settings.
Administrator	Can manage all locations, users, access, settings, and data.
Location manager	Can manage users, access, settings, and data at assigned locations.
Send requests	Can send review and form requests to customers and manage their own sent requests.
Send for others	Can send and manage requests for themselves and other users.
Google review management	Can reply to Google reviews, save draft replies, and mark reviews as handled.
Data access	Can view review and form responses, access customer details, add notes, and export data.
Employee tracking	Can be selected as an employee and included in performance tracking.

System owner is workspace-wide. Administrator and Location manager are the all-locations and specific-location versions of the same management responsibility. The internal service account is protected and is not an assignable customer responsibility.

Choosing the Smallest Useful Responsibility

Choose Send requests when a person only needs to send and work with their own requests.
Choose Send for others for a dispatcher, front desk, or coordinator who sends on behalf of other team members.
Add Employee tracking when the person should appear in employee selectors and performance reporting. It does not let them view customer responses by itself.
Choose Google review management for someone who replies to Google reviews, keeps private drafts, or marks reviews handled. Only a System owner or Administrator can assign it.
Choose Data access when a person needs the complete authorized response, customer, notes, export, and Flow/Form notification workspace without management controls.
Use Location manager for someone who must manage people and configuration at particular locations.
Reserve Administrator and System owner for people who need business-wide control.

Responsibilities combine. Assign the independent responsibilities a person actually needs; you do not need to add capabilities already included by a higher responsibility.

For example, a service technician who sends their own requests and should receive employee attribution needs Send requests and Employee tracking at the relevant location. A person reviewing all that location’s responses needs Data access there, with notification preferences configured separately if they should receive alerts.

Included Responsibilities

Administrator and Location manager include Send for others and Data access.
Administrator also includes Google review management. A Location manager needs that role assigned separately.
Google review management includes Data access. It does not allow changes to connected Google accounts or business listings; only System owners and Administrators manage those connections.
Send for others includes Send requests.
Employee tracking is independent. Management or Data access does not automatically make someone a tracked employee.

Manage Access identifies an included responsibility and names the higher responsibility that provides it. You do not need to assign the included responsibility again.

All Locations vs. Specific Locations

All locations applies the responsibility at every active location.
It also applies automatically at locations added later.
Specific locations applies it only at the selected locations.
An all-locations responsibility is shown once rather than repeated for every location.

Adding an all-locations responsibility removes matching local assignments that have become redundant. Removing the all-locations responsibility later does not recreate those previous local assignments. The confirmation explains this consequence when it applies.

Other independent local responsibilities remain in place. For example, adding all-locations Data access does not remove local Employee tracking.

A System owner or Administrator can create a limited portal account with no responsibilities. Once activated, that person can sign in but does not gain protected workspace access until a responsibility is assigned.

Data History and New Activity

Data access and management responsibilities provide all authorized historical data immediately; access does not begin at the time the responsibility is added. The system separately tracks a starting point for new and unseen activity indicators. Opening a Flow or Form’s normal, unfiltered Activity acknowledges its available new responses without changing access to history. Filtered Activity links can show View new responses instead. See Flow Activity.

What Location managers Can Change

A Location manager sees people who have responsibilities at an overlapping location. They can fully manage an account only when all of that person’s responsibilities are within locations they manage.

When a person is shared with other locations, the Location manager can review What this person can do and change direct responsibilities at their own locations, but cannot change the shared person’s profile, credentials, lifecycle, system notifications, or settings belonging to other locations.

Diagnose an Access Problem

Check these separately in Users:

Account state: Can the person sign in, and have they accepted the current terms?
Manage Access: Does the needed responsibility apply at this record’s location?
Included access: Is a higher responsibility already providing the capability?
Notification Settings: Is the relevant event enabled and eligible for delivery?

An Employee tracking assignment alone does not grant response access. Following a Note or receiving a link also does not bypass that record’s audience and scope.

Read the Access Summary

The Users overview shows recognizable role names. Open a person to read What this person can do: each role has a visible explanation, Location scope, and assignment source. Included with Administrator means the person already has that capability through Administrator. Assigned for all locations means it also applies to future Locations.

Employee tracking is independent: this role alone does not give access to customer responses. Data access includes authorized history and Flow/Form notification eligibility, but notification delivery must be configured separately. Google review access also depends on a connected listing and feature availability. See Google Business Profile.