Admin, Site Manager and Site Crew: what each role can do
Two account roles and one per-project setting. Here's who sees what, and who can change it.
Foreman has two account roles, Admin and Site Crew, plus a Site Manager setting you switch on per project. Admins see every project and the account settings. Site Crew see only the projects they're on, and only what they've submitted themselves. A Site Manager is Site Crew with admin controls on the projects they run.
Visitors, subbies and inspectors who only need to do the site induction don't get a role at all. They scan the QR code at the gate and fill in the induction in their phone's browser. No account, no login.
The three levels at a glance
| Site Crew | Site Manager (on their projects) | Admin | |
|---|---|---|---|
| Sees projects | Only ones they're assigned to | Same, with extra controls on the ones they manage | Every project |
| Log diary entries and upload photos | Yes, their own | Yes, and log a missed shift for their crew | Yes, and log a missed shift for any crew member |
| See other people's diary entries, photos and forms | No | Yes, on the projects they manage | Yes, everywhere |
| Tick tasks | Tasks assigned to them | Create, assign and edit tasks on their projects | All tasks |
| Edit the induction and see the register | No | Yes | Yes |
| Upload project and OHS documents | No, read only | Yes | Yes |
| Manage the project team | No | Add and remove existing crew, and pick Site Managers | Yes, and create new users |
| Create projects | No | No | Yes |
| Settings (forms, business, users, billing, AI connections) | No | No | Yes |
Admin
Admin is for the builder or owner, and usually whoever in the office helps run the books. An Admin can do everything: create and archive projects, add and remove users, build form templates, manage billing, and see every diary entry, photo and form submission across the business.
Admins also get a Settings group in the menu with Manage forms, Business, Users, Billing and API & integrations. Nobody else sees it.
Site Crew
Anyone you add starts as Site Crew. From their phone they can:
- log their site diary (hours, what they did, photos)
- upload site photos to a project
- read the project documents and OHS information
- tick off tasks assigned to them
- fill in forms
- look back at what they've submitted themselves
They never see a workmate's diary entries or forms. On their own diary entries they can fix the description and add photos, but the hours and date are locked to them.
Site Manager
Site Manager is a tick box on a person's spot in a project's team, with no separate account behind it. That means your leading hand can run one site and be ordinary crew on another.
On the projects they manage, a Site Manager can:
- edit the site induction's declaration, and see the induction register
- download the QR code and site posters
- upload and organise that site's documents
- add existing crew to the team or remove them, and make a team member a Site Manager
- create, assign and edit tasks for that project
- see everyone's diary entries, photos and form submissions for that project, and correct diary hours and dates
- log a diary entry for a crew member who couldn't log their own
- export the project's data
What they don't get: Settings, creating new users, or any view of projects they don't manage.
How to make someone a Site Manager
An Admin can do this on any project, and a Site Manager can do it on the projects they manage. The person has to be on the project's team already and have the Site Crew role.
- Open the project.
- In the Team card, tap Edit.
- Tick Site manager next to the person's name.
Untick the box to take it off. Removing someone from the project clears it as well. Admins show with the box ticked and locked, because they already manage every project.
Changing someone's role
To swap someone between Site Crew and Admin, go to Settings > Users, open the person, change Role and save. You can't change your own role, so that takes a second Admin. Your bill stays the same either way, because both roles count as one user each. See Free plan and paid plan.
Good to know
- Admins are on every project automatically. You don't need to add yourself to a team.
- Some forms and documents can be limited to Site Managers and Admins. When you upload a document or build a form template you choose who can see it. Regular crew won't see the restricted ones.
- Moving someone off a project doesn't hide their work. Their past diary entries and submissions stay on record, so you can still pull them up later.
Next step: add your team. For more on how crew read plans and gate codes on site, see Foreman's project information.