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Section 03 · Reference
Roles and permissions
Alpha ships with six roles. They're coarse on purpose — most teams only ever need two or three. Pick the narrowest fit; you can change a role at any time from Admin → Team.
Article 01 · Reference
The six roles at a glance
Each role below shows who it's for and the broad shape of what they can do. The permission matrix below is the precise definition.
Owner
For: founders, principals, anyone you'd trust with the entire account.
Full control. The only role that can delete the organization or demote, disable, and remove another owner. Every other capability in the product is also held by Owner.
Admin
For: operations leads, office managers.
Manages members, integrations, and most org settings. Sees and edits every customer, project, item, and location, and views billing and usage. Can't delete the workspace, and can't demote, disable, or remove an owner — those are Owner-only.
Project manager
For: PMs, foremen, dispatchers.
Projects focus. Creates and edits projects they're assigned to and picks customers, locations, and line items from inside each one — but doesn't manage those catalogs directly. Sees who's on site across the projects they're assigned to. Doesn't see members, integrations, or billing.
Technician
For: field crew.
My work only — their cross-org assignment list. Checks in and out of sites, posts comments on assigned projects, uploads field photos and docs. Deliberately doesn't see customer, location, or project lists — their world is the projects they're on.
Accountant
For: bookkeepers, finance team.
Reads operational data org-wide so it can be reconciled against external systems (QuickBooks, etc.). Can view but not edit. Doesn't see billing or team management.
Read only
For: stakeholders who need visibility, nothing else.
Sees every operational record they're allowed to. Creates, edits, and deletes nothing.
Permission matrix
Each row below is one specific thing a person can do; columns show which roles can do it. The UI hides controls a role can't use, so most of the time you won't have to think about this — but if you're choosing between two roles for a teammate, this is the precise difference.
| Permission | Owner | Admin | Project manager | Technician | Accountant | Read only |
|---|---|---|---|---|---|---|
| Customers | ||||||
| Browse the customers list Project managers don't browse the list — they pick customers from inside a project instead. | ● | ● | · | · | ● | ● |
| Create or edit customers | ● | ● | · | · | · | · |
| Delete customers | ● | ● | · | · | · | · |
| Locations | ||||||
| Browse the locations list Project managers don't browse the list — they pick locations from inside a project instead. | ● | ● | · | · | ● | ● |
| Create or edit locations | ● | ● | · | · | · | · |
| Delete locations | ● | ● | · | · | · | · |
| Projects | ||||||
| View projects Project managers see only projects they're assigned to. | ● | ● | ● | · | ● | ● |
| See every project in the org Bypasses the assignment scope above. | ● | ● | · | · | ● | ● |
| Create or edit projects | ● | ● | ● | · | · | · |
| Delete projects | ● | ● | · | · | · | · |
| Send the work order to QuickBooks as an estimate Available once the QuickBooks integration is connected. | ● | ● | ● | · | · | · |
| Items (catalog) | ||||||
| Browse the items catalog Project managers don't browse the catalog — they add line items from inside a project instead. | ● | ● | · | · | ● | ● |
| Create or edit items | ● | ● | · | · | · | · |
| Delete items | ● | ● | · | · | · | · |
| Attachments | ||||||
| View attachments | ● | ● | ● | ● | ● | ● |
| Upload attachments Technicians can submit field photos and docs. | ● | ● | ● | ● | · | · |
| Delete attachments | ● | ● | ● | · | · | · |
| Comments | ||||||
| Read project comments | ● | ● | ● | ● | ● | ● |
| Post project comments | ● | ● | ● | ● | · | · |
| Field presence | ||||||
| Browse the on-site dashboard Owner and admin see the whole organization; project managers, accountants, and read-only members see the teams on the projects they're assigned to. | ● | ● | ● | · | ● | ● |
| Check in / out of a site | ● | ● | ● | ● | · | · |
| See teammates' check-ins on assigned projects | ● | ● | ● | · | ● | ● |
| See every check-in across the org | ● | ● | · | · | · | · |
| Activity feed | ||||||
| Read activity feed | ● | ● | ● | · | ● | ● |
| Integrations | ||||||
| View connected integrations | ● | ● | · | · | ● | ● |
| Connect or disconnect integrations | ● | ● | · | · | · | · |
| Team | ||||||
| View team members | ● | ● | · | · | · | · |
| Invite, revoke, or change roles | ● | ● | · | · | · | · |
| Billing | ||||||
| View billing & usage | ● | ● | · | · | · | · |
| Organization | ||||||
| Manage org settings | ● | ● | · | · | · | · |
| Reset or delete the workspace Irreversible, so it's reserved for Owner. | ● | · | · | · | · | · |
| Switch between orgs Technicians use the cross-org My work view instead. | ● | ● | ● | · | ● | ● |
Article 02 · Reference
Notifications and emails
Alpha tells you about the things that need your attention in two places: the notifications inbox inside the app (the bell in the top bar), and your email. This page lists exactly what gets sent, and to whom — nothing else is sent on your behalf.
Two rules hold across everything below:
- You're never notified about your own actions. If you assign yourself a task or comment on your own project, you won't get a ping for it.
- The inbox is per workspace. The bell shows notifications for the organization you're currently in. Switch organizations and you'll see that one's inbox instead.
Everyday notifications
These follow the work — someone adds you to a project, a teammate marks a job done, a comment lands. Some reach you both in the app and by email; the table shows which.
| What happens | Who's notified | In app | |
|---|---|---|---|
| You're invited to a workspace Email only — you don't have an account to notify yet. | The person invited | · | ● |
| You're added to a project | The person added | ● | ● |
| You're assigned a task A single line item on a project, assigned to you by name. | The person assigned | ● | ● |
| A task is marked done | Everyone assigned to the project | ● | · |
| Someone comments on a project | Everyone assigned to the project | ● | · |
| You're mentioned in a comment Someone tagged you with @ in a project comment. | Just the person mentioned | ● | ● |
For task marked done and new comment, "everyone assigned to the project" means the people added to the project as a whole — regardless of their role. It does not include someone who was only assigned to an individual line item. Assigning a task to a teammate doesn't add them to the project, so a line-item-only assignee won't be pinged when another task is completed or a comment is posted. To reach a line-item-only assignee in a comment, mention them with @ — a mention always notifies the person tagged, whether or not they follow the thread.
Invitation, project, task, and mention emails each carry a button that drops you exactly where you need to be — accepting the invite, opening the project, jumping to your task in My work, or landing right on the comment that tagged you.
Account and workspace status
Separate from day-to-day work, a few emails go out when access to an account or a whole workspace changes. These are always sent by email so they reach you even when you can't sign in, and may include a short note explaining the change.
| What happens | Who's notified |
|---|---|
| Your workspace is suspended | The workspace owner |
| Your workspace is back | The workspace owner |
| Your account is suspended | The person affected |
| Your account is back | The person affected |
Keeping the inbox tidy
Open the bell to see your recent notifications, or View all for the full list. Removing a notification just clears it from your inbox — the underlying activity stays in the project's history, so nothing is lost.