Permission Groups

Permission Groups are named sets of permissions that can be assigned to users. They give you precise control over what each person can access, beyond the broad strokes of the role system.

Default groups

HelpYard includes four default groups that match the standard roles:

Group	Typical user
Admin	Platform administrators (full access)
Provider Manager	FM supervisors and operations managers
Field Worker	On-ground cleaning staff
Client Viewer	Client company contacts

Default groups cannot be deleted, but you can create custom groups alongside them.

When to use custom groups vs default roles

Use default roles when your team fits the standard structure. Use custom groups when:

• A supervisor should see reports but not be able to delete workers
• A client contact should also submit service requests but not see invoices
• A field worker needs to view (but not create) task templates
• You want to grant temporary elevated access to a specific person without changing their role

Create a custom group

1. Go to Admin → Permission Groups
2. Click New Group
3. Enter a name and description (be specific — e.g. “Site Supervisor — Read-only Reports”)
4. Select which permissions to include
5. Save

Permission categories

Permissions are organised into functional areas:

Category	Available permissions
Properties	view, create, edit, delete, archive
Workforce	view, create, edit, manage schedules
Tasks	view, create, assign, complete, verify, delete
Reports	view, export
Admin	manage users, manage organisations, manage settings

Note

Permissions are additive — a user gets the union of all permissions from their role and their assigned group. There is no way to use a group to remove a permission that the role grants.

Assigning a group to a user

When creating or editing a user, select a Permission Group from the dropdown. The user inherits all permissions in that group in addition to their role’s base permissions.

A user can only be in one permission group at a time. To change groups, edit the user and select a different group.

Auditing access

To see which users have a specific group assigned:

1. Go to Admin → Permission Groups
2. Click on a group
3. The Members tab lists all users currently assigned to that group

Use this view regularly to ensure access levels stay accurate as your team changes.

Next step

Bulk Import