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Roles and permissions

Every person stands on one of four base roles — Ticketer, Requester, Fulfiller, Admin. A user with the Admin role can also build the account's own roles on top of them, and a permission table shows exactly what each role can do.

#Four base roles, and your own roles on top

Every person in a Gearflow account stands on one of four base roles. Most heavy-civil contractors have the same shape of office and field, so the four base roles cover most real setups. A user with the Admin role picks the role that matches the job, and the permissions follow. When a job needs a different mix, that user builds a new role from a base role and adds permissions to it (see Your own roles).

The role also drives pricing. Three of the four base roles are paid seats — the people who run procurement. The fourth, Ticketer, is unlimited and free. It is for everyone in the field who only files tickets.

#The four base roles

Role Seat What they can do
Admin Paid Everything a Fulfiller can do, plus account management: users and roles, account settings, jobs, locations, asset categories, other people's notification settings, and integrations. Sees the reports pages.
Fulfiller Paid The procurement workhorse. Takes a request from intake through quote, PO, fulfillment and call-off, for equipment, mobilizations, maintenance and parts. Sees prices, receives parts, and manages vendors and customers. Can't manage users, roles or account settings, and can't see the reports pages.
Requester Paid Creates equipment, mobilization, maintenance and parts requests against their business units and watches them progress. Checks in and calls off equipment. Can't fulfill requests (no quote approval, no POs) and can't manage vendors. The role for foremen, project engineers, or anyone in the field who needs more than a ticket form.
Ticketer Free Files tickets. Can't create equipment requests, mobilizations, maintenance work or parts requests. Designed for unlimited field-side users — superintendents, foremen, mechanics — who only need to flag a problem.

The base roles belong to Gearflow, and nobody can change them. As of November 2026, the role picker lists the four base roles first, then the roles your account owns.

#What you're looking at

Roles are managed under Settings → Users. The page has four tabs: Active, Deactivated, Roles and Bulk history. Each row on the Active tab shows a person, their email, phone and title, their role and their business units. A user with the Admin role can add, edit or deactivate users from here.

Settings, Users, on the Active tab. Buttons for Bulk upload, Bulk deactivate, Text drivers and Add user sit above tabs for Active, Deactivated, Roles and Bulk history. The table lists each person's name, email, phone, title, role and business units.
Settings → Users, tab Active. The signed-in user is marked YOU. The Role and Business unit filters narrow the list.

#Adding a user

The Add user dialog asks for name, email or phone, role, and business units. The Role picker is searchable. Under it, a read-only table shows what the picked role can do.

The Add user dialog with Fulfiller picked as the role. The What this role can do table has a column for Tickets, Equipment, Mobilization, Maintenance and Parts, and rows for Create, Fulfill, Check in / call off, Receive parts, View pricing, Manage account and View reports.
The Add user dialog with Fulfiller picked. The table under the picker shows that role's permissions: a check where it has one, a dash where it does not, and N/A where the permission does not apply.

One exception: any signed-in user can add a person with the Ticketer role, not only a user with the Admin role. A buyer with the Fulfiller role can pull a foreman in directly from a ticket or request form, without escalating. Invitations go out by email or SMS as a magic link — no password to set up.

#The permission table

The permission table shows what one role can do. Gearflow builds it from the same checks that enforce the permissions, so the table and the real behavior always agree. It has one column for each request type — Tickets, Equipment, Mobilization, Maintenance, Parts — and these rows:

Row What it means Base roles that have it
Create Create that type of request Requester, Fulfiller, Admin (Tickets: all four)
Fulfill Work a request someone else wrote: quotes, POs, fulfillment. On Parts: sourcing, orders, receiving, close, cancel and reopen Fulfiller, Admin
Check in / call off Submit a check-in or a call-off on equipment (Equipment only) Requester, Fulfiller, Admin
Receive parts Mark parts received on a request someone else wrote (Parts only) Fulfiller, Admin
View pricing See prices Fulfiller, Admin
Manage account Users, roles, settings, jobs, locations, asset categories Admin
View reports Open the reports pages Admin

A person always receives the parts on their own parts requests, and sees the prices on their own parts requests.

#Your own roles

A user with the Admin role builds the account's own roles on the Roles tab of Settings → Users. The tab has two lists: Base roles (the four above, with a head count for each) and Your roles (the roles your account owns). Only your account sees its own roles.

The Roles tab. Base roles lists Ticketer, Requester, Fulfiller and Admin, each tagged Gearflow with a head count. Your roles has a New role button and reads None yet.
The Roles tab: the four base roles with a head count for each, and Your roles with the New role button.

To make a role:

  1. Click New role.
  2. Under Start from, pick a base role or one of your own roles.
  3. Name the role and save it.
  4. Open the role and tick the boxes in its permission table.

A role only adds permissions to its base role. It can't take one away. To give fewer permissions, start the new role from a lower base role. For example, a role that starts from Ticketer and adds Check in / call off lets a foreman file tickets and check equipment in, but not create an equipment request.

#Business unit scoping

Larger contractors run multiple business units — a heavy-civil division, a paving division, a yard operations group — and don't want a foreman in one division to see the other division's equipment requests. Every role below Admin is scoped to the business units the person is assigned to.

A user can be assigned to multiple business units; the union of their assignments defines what they see. In an account with more than one business unit, a person below Admin with no business unit sees no tickets or requests.

#What each base role can't do

The negative space matters as much as the positive. Quick reference:

#How this maps to parts

Parts rights depend on where the account runs parts.

Where the account runs parts What decides parts rights
In Gearflow itself (the Parts entry in the sidebar opens the parts list inside Gearflow, and + → Create parts request opens the form in place) The roles on this page. Create on Parts lets a person create a parts request; Fulfill on Parts lets them source, order, receive, close, cancel and reopen.
In Parts Hub Pro (the Parts entry links out) The person's Parts Hub Pro role: Admin, Purchaser or Requester.

Gearflow turns on in-platform parts for an account. New accounts get it from the start. A person who uses Parts Hub Pro has a separate role there. The two roles aren't kept in lockstep, so a user with the Fulfiller role here might have the Requester role in Parts Hub Pro, or the other way around.

#Tips