Understanding Permissions and Roles | CLUE Learning

Available now on Beta - This feature is in beta testing and will roll out to everyone soon.

Roles control what each person can see and do in CLUE. They also change the way the app looks, so people only see the screens and actions they need for their job. A mechanic may see work orders and timecards, while a fueler may only see fuel entry.

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What is this?

Permissions and roles help you control access across CLUE. Roles are managed in Company Settings > Permissions, where you can use built-in system roles or create custom ones for your team.

This helps keep the app simpler for each user. Instead of showing every menu to everyone, CLUE shows the parts of the system that match that person’s role.

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Who is this for?

This page is mainly for the people who manage access and decide who should be able to use each part of CLUE. It is also useful for managers who need to understand why different team members see different screens.

• Admins and Owners - set up roles, control access, and manage who can use each feature
• Managers - understand role differences across the team
• Team Leads - make sure users have the right access for their day-to-day work

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How it works?

The roles page shows all roles in your company in one place. You can review the role name, description, number of users, and number of permissions before making changes.

Step 1: Open Permissions

Go to Company Settings > Permissions > Roles.

This opens the roles list for your company. From here, you can review built-in roles or create a new one.

Step 2: Understand built-in roles

CLUE includes system roles for common jobs. These are ready to use and cover the most common access needs.

Common built-in roles include:

• owner - full access, including system setup
• admin - full access to operational data and settings
• manager - access to data for assigned projects and assets
• FUELER - focused access for fuel entry
• operator - limited access for field users

Step 3: Create a custom role

If the built-in roles do not fit your team, you can create your own.

Click + New Role, enter a name and description, then choose the permissions that role should have. Each permission controls access to a specific feature or action.

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The UI simplifies for each role

Roles do more than control data access. They also change the sidebar, menus, and screen layout, so users only see what matters for their job.

That means a fueler does not need to work around maintenance pages or reports, and an operator does not need admin settings in the menu. The app stays cleaner and easier to use because CLUE hides what is not relevant to that role.

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The full details

A few setup rules are important to know before you start changing roles. These affect how role changes work across the system.

• Works on: Web app and mobile app
• Location: Company Settings > Permissions > Roles
• System roles cannot be deleted
• Custom roles can be created
• Changes take effect immediately and users see updates on their next page load

If you are also setting up people records, this works naturally with Managing the People Directory. If you need to line up titles with role setup, Managing Job Titles is the next page to use.

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Tips

Start with the built-in system roles first. For many teams, owner, admin, manager, and operator cover most needs without extra setup.

Only create custom roles when someone needs a different mix of permissions. Before editing a role, check the Users count so you know how many people will be affected by the change.

Use focused roles as a model. The best role setup is usually the one that gives people what they need for their job and hides the rest.