Find your work
Open Duties from the sidebar or More. My duties shows work assigned to you, your custom role or your standard access role. Each card lists the customers needing that action. Empty duties stay hidden unless you select Show empty duty lists. Job and customer visibility still follows your access template.
Administrators, general managers and production managers can switch to Team duties. Open a list, select the claim action (I’m on it on web or I’ll handle this in the apps), and Release or Release to team when handing it back. Claims are shared; a second person cannot finish a claimed duty. Use Refresh to pick up other team members’ changes.
Order materials and Check deliveries use the same product records as the Matrix. Mark ordered or Mark received updates those records, rather than creating a second checklist. Finished and archived jobs leave active preparation duties. Waiting deliveries are labelled waiting.
Create a custom role
A custom role has one access template, optional narrower View/Edit permissions, duties and assigned team members. The template remains the ceiling, including its assigned-job restrictions. Jobs and Matrix access includes the internal costs and payments visible to that template. Custom roles cannot manage settings, team membership, billing or delete CRM records.
Each person has one custom role. Selecting them in another role moves them and applies its access template. Administrator accounts are excluded. Removing someone from a custom role removes its additional restrictions and leaves their last base access template; assign another role when reducing access instead.
- Step 1: Open Settings → Roles and duties, or open it from Team and permissions.
- Step 2: Select Create role (Create a role in the apps), then choose a position such as Office manager or Purchasing coordinator.
- Step 3: Name the role. Review the access template and expand Customize access if needed.
- Step 4: Choose connected production duties. Leave Include current jobs too off to start with new jobs; turn it on to include the current backlog. These need the General manager or Production manager template with Edit access to Jobs and Matrix.
- Step 5: Continue to Assign people (Assign your people in the apps), choose the team members, then Save role and duties (Save role in the apps).
Create or assign a duty
Review material needs lists unreviewed starting requirements. Order materials lists unreceived products that have not been ordered after review. Check deliveries lists products awaiting receipt. Schedule ready jobs lists reviewed, unscheduled jobs with their required materials received.
A custom checklist duty completes a selected Matrix milestone. Completing that milestone in the Matrix removes the duty here too. Existing milestones and their history are retained; unchecked milestones do not automatically become duties.
- Step 1: Open Duties → Manage duties (Manage in the apps) → Create duty (Create a duty in the apps).
- Step 2: Choose a custom role, standard access role or person under Who handles it?
- Step 3: Choose the duty type, name and any instructions.
- Step 4: For a custom checklist, choose when it appears and the Matrix milestone it completes. For any duty, include existing jobs only if you want that backlog included; otherwise it starts with jobs created after saving.
- Step 5: Select Save duty. Edit duty lets you change its assignment or disable it.
Give Autobot an automatic action
Autobot is a built-in automation helper, not an employee login or a paid seat. It uses the existing email/text rules, activation review, sending windows, consent checks and delivery history. Assigning a human duty to Autobot does not silently complete it.
Production events are captured from job writes, including Matrix changes. A job-sold or job-completed message is queued once per job and action. Imported/suppressed writes do not capture production events. Only rules already active and reviewed when the event happened qualify; activating a rule does not replay historical jobs.
Needs a person’s attention shows recent delivery failures. Open Activity history to investigate. Successful sends stay in history rather than adding to an employee’s daily list.
- Step 1: Open Duties → Autobot → Set up action for email or text (Create email action or Create text action in the apps). You can also choose Autobot in the duty editor.
- Step 2: Choose the job event, recipients, timing and message template. Save a paused draft.
- Step 3: For email PDFs, return to Autobot and choose PDF attachments under the action. Attach only reusable company documents, never a customer-specific document. Use up to five PDFs, 2 MB each and 8 MB total.
- Step 4: Adding or removing an attachment pauses the action. Open the email action, review its content, recipients and listed attachments, then explicitly activate it.
- Step 5: Check Activity history after real events. No message is sent just by opening a preview.