User Roles & Permissions
DrillerDB uses a role-based access control system with four distinct user roles. Each role has specific permissions designed for different job functions.
Role Overview
The Four Roles
DrillerDB supports these user roles:
- Admin - Full access to all features and settings
- Office - Full operational access, limited settings access
- Field - Field operations focus, no financial access
- User - Basic read-only access for limited users
Each role is designed for specific job functions and access needs.
Admin Role
Full System Access
Admins have complete access to DrillerDB:
Project Management
- Create, edit, and delete projects
- Manage proposals and quotes
- Access all project statuses
- Override project locks
Financial Access
- Create and send invoices
- Process payments
- View all financial reports
- Export accounting data
- Configure payment processing
Settings & Configuration
- Modify all system settings
- Manage user accounts and roles
- Configure integrations
- Access audit logs
- Manage subscription
Advanced Features
- API access and integrations
- Custom field configuration
- Email template customization
- Database export capabilities
Who Should Be Admin
Assign Admin role to:
- Business owners
- Office managers
- Controllers or CFOs
- IT administrators
Limit Admin access to trusted individuals who need full system control.
Office Role
Operational Access
Office users have most features without settings access:
Full Access To
- Projects and proposals
- Customer management (Rolodex)
- Scheduling and dispatch
- Invoicing and payments
- Reports and analytics
- Equipment and inventory
- Daily logs and field reports
Limited Access To
- User profile settings only
- Cannot modify system settings
- Cannot manage other users
- Cannot access API settings
- Cannot export database
Restrictions
Office users cannot:
- Create or delete user accounts
- Modify company settings
- Change integration configurations
- Access system administration features
Who Should Be Office
Assign Office role to:
- Project coordinators
- Office administrators
- Dispatch personnel
- Bookkeepers who need operational access
Office role is ideal for trusted staff who handle daily operations.
Field Role
Field Operations Focus
Field users have access tailored for crew members:
Full Access To
- Daily logs and field reports
- Tower up/down notifications
- GPS check-ins
- Equipment inspection reports (DVIR)
- Assigned project details
- Schedule viewing
- Hazard reports
- Pump logs
Limited Access To
- Can view assigned projects only
- Cannot see financial information
- Read-only access to customer information
- Cannot modify scheduling
- Cannot create invoices
Restrictions
Field users cannot:
- View pricing or costs
- Access financial reports
- Modify project proposals
- Change system settings
- Manage equipment records (view only)
- Access other users' projects
Mobile Access
Field role is optimized for mobile use:
- Simplified mobile interface
- GPS-based features
- Quick logging capabilities
- Offline functionality
Who Should Be Field
Assign Field role to:
- Drilling crews
- Field technicians
- Service personnel
- Equipment operators
Field role provides necessary tools without exposing sensitive business data.
User Role
Basic Access
User role provides minimal read-only access:
Can View
- Assigned projects only
- Basic customer information
- Their own schedule
- Reports they're mentioned in
Cannot Access
- Project editing
- Financial information
- Other users' projects
- System settings
- Reporting tools
- Equipment management
Use Cases
User role is designed for:
- Part-time consultants
- External contractors
- Temporary staff
- Limited access needs
- Viewing-only purposes
Who Should Be User
Assign User role to:
- Consultants or contractors
- Infrequent users
- View-only access needs
- External partners
This role minimizes license costs while providing necessary visibility.
Choosing the Right Role
Decision Matrix
Use this guide to assign roles:
Need full control? → Admin Handle daily operations? → Office Field crew member? → Field Limited access needed? → User
Role Changes
Roles can be changed at any time:
- Go to Settings > Users & Access
- Click user name
- Select new role from dropdown
- Click Save
- Changes take effect on next login
Multiple Roles
Users can only have one role at a time. If someone needs capabilities from multiple roles:
- Assign the higher role
- Use permission overrides for specific features
- Consider if their job function matches available roles
Custom Permissions
Permission Overrides
While role determines base permissions, you can override specific permissions:
Granting Extra Access
- Give Field user access to specific reports
- Allow Office user to manage certain settings
- Enable User role to edit assigned projects
Restricting Access
- Prevent Admin from deleting projects
- Restrict Office user from certain customers
- Hide specific features from Field users
Creating Overrides
To add permission overrides:
- Go to user details
- Click Custom Permissions
- Enable specific permission overrides
- Save changes
- Document reason for override
Use overrides sparingly to maintain clear role definitions.
Security Best Practices
Role Assignment Tips
- Start with minimum necessary access
- Review roles quarterly
- Remove unused permissions
- Document why custom permissions exist
- Audit admin access regularly
Access Reviews
Regularly review user access:
- Verify roles match current job functions
- Remove access for terminated employees
- Update roles when responsibilities change
- Check for unused accounts