User Profiles and Roles in Wheelhouse
Updated
Wheelhouse uses role-based security to provide users with access to certain areas or to limit a user's access to certain parts of Wheelhouse.
Overview Guide of User Profiles and Choosing a User Profile:
Overview
Each profile in Wheelhouse is created with specific roles, which should roughly correlate with a position in your company. Each authorized user is assigned a profile. When an authorized user logs in, they will see the options available to their assigned profile.
Roles, Profiles, and Permissions Video Guide
Prerequisites
- Agent: Basic access to the specified area or app.
- Grants access to Order Management
- Manager: Inherits Agent access plus the underlying data administration.
- Grants access to Sale Categories, Order Flag Types, Product Access, and Price Tier setup tables.
- Admin: Inherits Manager access plus setup tables.
- Grants access to data administration, setup tables, labor routing configurations, operation templates, custom fields/forms management, and system settings.
Role Hierarchy Overview
Wheelhouse uses a structured role inheritance system to organize permissions. To see how roles and permissions flow throughout the platform, click the button below to view our comprehensive roles structure diagram.
Access Granted by Role (Role Permission Reference)
Category: General & Administration
Role Name | Role | Inherits | Purpose/Access To |
Invoice Records (Admin) | AccountingAdmin | CustomerServiceAgent, CustomerServiceManager, CustomerServiceAccessEditor, CustomerServiceBasicAgent, ExternalOrderManagementAgent, InternalManager | Purpose: Manages invoice records and setup with full access to sales and customer data. Access: Order Management, Sales (Customers, Representatives, Data Admin), Inventory Manager App, Personnel (Full). |
Custom Field (Admin) | CustomFieldCreator | Purpose: Creates and manages custom fields and their templates across the system. Access: Customization (Full) | |
Custom Forms (Agent) | CustomFormAgent | Purpose: Views and edits data within existing custom forms. Access: Custom Forms (If the Custom Forms module is enabled) | |
Custom Forms (Admin) | CustomFormManager | CustomFieldCreator, CustomFormsAgent, InternalManager | Purpose: Manages custom form records and their associated data. Access: Customization (Full) - CANNOT add new custom fields |
Custom Forms (Designer) | CustomFormDesigner | CustomFieldCreator, CustomFormsAgent, CustomFormsAdmin, InternalManager | Purpose: Creates and modifies custom form layouts and field configurations. Access: Customization (Full) - CAN add new custom fields |
Documents (Manager) | DocumentManager | InternalManager | Purpose: Manages documents in the system, including order documents. Use with care. Access: Inventory Manager App, Files (Documents). |
Documents (Admin) | DocumentAdmin | DocumentManager, InternalManager | Purpose: Sets up and maintains document system including configurations and advanced access. Access: Inventory Manager App, Files (Documents, Setup). |
Human Resources (Admin) | HRAdmin | InternalManager | Purpose: Manages personnel records and HR-related configurations. Access: Sales, Inventory, Personnel. |
Reports (View and Run) | ReportsAgent | Purpose: Views and executes system reports. Access: Reports App | |
SmartClip (Agent) | SmartClipAgent | Purpose: Uses SmartClip for document integration and processing. Access: SmartClip App | |
SmartClip (Admin) | SmartClipAdmin | InternalManager, SmartClipAgent | Purpose: Manages SmartClip configurations and integration settings. Access: SmartClip App (with additional permissions) |
Stored Search (Admin) | StoredSearchAdmin | Purpose: Creates and manages stored search configurations. Access: System Scripting (Stored Search) | |
System Logs (Admin) | SystemLogAdmin | Purpose: Manages system logs and logging configurations. Access: System Log (Logging, Type). | |
User Admin (Except setting as Admin) | UserAdmin | CustomerServiceAccessLevelEditor, CustomerServiceBasicAgent, ExternalOrderManagementAgent | Purpose: Manages user accounts and permissions, except system administrator access. Access: Order Management App, Personnel (Sales Rep, Outside Rep), System (Authorized User, Profile). |
Category: Sales & Customers
Role | Role | Inherits | Purpose/Access To |
Configurator (Admin) | ConfiguratorAdmin | CustomFieldCreator, CustomerServiceAgent, CustomerServiceManager, CustomerServiceAdmin, CustomerServiceAccessLevelEditor, CustomerServiceBasicAgent, DocumentManager, ExternalOrderManagementAgent, InternalManager, InventoryAdmin, ItemAdmin, ProductionAgent, ProductionManager, ProductionAdmin, ProductionQualityManager, ProductionQualityAdmin, ProductionSchedulingAgent, SalesAdmin | Purpose: Manages the complete configurator system, including setup, layouts, categories, and rules. Has full control over all aspects of configurator functionality and deployment. Access: Order Management App, Sales (Full), Production (Full), Items (Full), Inventory (Full), Personnel (Full), Files (Full), Customization (Full), System (Company). |
Configurator (Rule Developer) | ConfiguratorRuleDeveloper | ConfiguratorAdmin, CustomFieldCreator, CustomerServiceAgent, CustomerServiceManager, CustomerServiceAdmin, CustomerServiceAccessLevelEditor, CustomerServiceBasicAgent, DocumentManager, ExternalOrderManagementAgent, InternalManager, InventoryAdmin, ItemAdmin, ProductionAgent, ProductionManager, ProductionAdmin, ProductionQualityManager, ProductionQualityAdmin, ProductionSchedulingAgent, SalesAdmin | Purpose: Specializes in creating and maintaining the rules that drive configurator behavior, including rule definitions, facts, and testing. Focuses on the logical and technical aspects of configurator rules. Access: Order Management App, Sales (Full), Production (Full), Items (Full), Inventory (Full), Personnel (Full), Files (Full), Customization (Full), System (Company). |
Customer Service (Agent) | CustomerServiceAgent | CustomerServiceBasicAgent, ExternalOrderManagementAgent | Purpose: Creates and manages quotes, sales, and invoices through the Order Management application. Access: Order Management App |
Customer Service (Manager) | CustomerServiceManager | CustomerServiceAgent, CustomerServiceAccessLevelEditor, CustomerServiceBasicAgent, ExternalOrderManagementAgent, InternalManager | Purpose: Manages customer service team and has expanded access to sales and inventory records. Access: Order Management App, Sales (Customers, Reps), Inventory Manager App, Personnel (Full). |
Customer Service (Admin) | CustomerServiceAdmin | CustomerServiceAgent, CustomerServiceManager, CustomerServiceAccessLevelEditor, CustomerServiceBasicAgent, ExternalOrderManagementAgent, InternalManager | Purpose: Sets up and maintains customer service system settings, configurations, and user access. Access: Order Management App, Sales (Customers, Reps, Data Admin, Setup), Inventory Manager App, Personnel (Full), Documents. |
Outside Sales (Agent) | ExternalDealerAgent | Purpose: Creates and manages quotes and sales for assigned customers through the Order Management application. Access: Order Management App. | |
Outside Sales (Manager) | OutsideSalesManager | ExternalOrderManagementAgent, ItemAdmin | Purpose: Manages outside sales team and has full access to sales setup and configurations. Access: Order Management App, Sales Setup (Full). |
Sales (Admin) | SalesAdmin | CustomerServiceAdmin ItemAdmin | Purpose: Manages all aspects of the sales system including setup, inventory, and records with full administrative access. Access: Order Management App, Sales (Full), Items (Item, Spec Definition, Setup), Inventory (Full), Personnel (Full), Documents. |
Category: Production and Engineering
Role Name | Role | Inherits | Purpose/Access To |
Inventory Records and Setup (Admin) | InventoryAdmin | InternalManager | Purpose: Manages all aspects of the inventory system including setup, records, and configurations. Access: Inventory (Full) |
Item Master and BOM (Admin) | ItemAdmin | InventoryManager, InventoryAdmin, | Purpose: Manages item master data, bill of materials, and specifications with full inventory access. Access: items (Item, Spec Definition, Setup), Inventory (Full), Documents. |
Production (Workflow Agent) | ProductionAgent | InternalManager, ProductionAgent, ProductionSchedulingAgent | Purpose: Processes work orders and records production data on the shop floor. Access: Workflow App |
Production (Manager) | ProductionManager | ProductionAgent, ProductionScheduling-Agent | Purpose: Manages shop floor operations, work orders, and production team with full access to production data. Access: Production (Full), Inventory Manager App, Personnel (Employee, Staff Type, Team), Documents. |
Production (Admin) | ProductionAdmin | InternalManager, ProductionAgent, ProductionManager, ProductionSchedulingAgent | Purpose: Sets up and maintains production system including routings, work centers, and configurations. Access: Routing Manager, Production Data Admin & Setup, Inventory Manager App, Personnel, Files (Documents), System (Company). |
Production Quality (Manager) | ProductionQCManager | Internal Manager, ProductionAgent | Purpose: Manages quality control operations and inspection records. Access: Routing Manager App, Inventory Manager App, Personnel (Employee, Staff Type, Team). |
Production Quality (Admin) | ProductionQCAdmin | InternalManager, ProductionAgent, ProductionAdmin, ProductionQualityManager, ProductionSchedulingAgent, | Purpose: Sets up and maintains quality control system including inspection types and configurations. Access: Production (Full), Inventory Manager App, Personnel (Employee, Staff Type, Team), Documents, System Company Settings. |
Production (Routing Manager Agent) | ProductionSchedulingAgent | ProductionAgent | Purpose: Schedules and manages production jobs and work order routings. Access: Routing Manager App |
Purchasing (Agent) | PurchasingAgent | Purpose: Creates and manages purchase orders and supplier transactions. Access: Purchasing App | |
Receiving (Agent) | ReceivingAgent | Purpose: Processes and records receipt of purchased items. Access: Receiving App | |
Purchasing and Receiving (Admin) | PurchasingAdmin | InternalManager, PurchasingAgent, ReceivingAgent | Purpose: Manages purchasing and receiving operations including supplier setup and configurations. Access: Purchasing App, Purchases (Suppliers, Data Admin), Purchases (Suppliers & Data Admin), Inventory Manager App. |