Mucka has three built-in roles plus the option to build your own. Roles control what each person on your team can see, do and approve. Get this right early and the rest of the business runs cleanly.
The three built-in roles
| Role | Best for | Sees / does | |---|---|---| | Owner | You (or business co-owners) | Everything: jobs, clients, quotes, invoices, billing, team, settings, AI approvals | | Admin | Office manager, operations lead | Everything except billing and team admin | | Engineer | On-the-tools team members | Their own jobs, their own schedule, their own client info from those jobs. Cannot see the wider business |
Engineers can't see other engineers' jobs, the full client list, invoices, or financial data. That's deliberate. Day-to-day they focus on what they're booked on.
What each role can actually do
Permissions sit in categories:
- View: jobs (all vs own), clients, schedule, team, quotes, invoices, actions
- Create / edit / delete: jobs, clients, quotes, invoices, projects
- Approvals: approve AI actions, send emails, send review requests
- Admin: manage team, manage roles, manage billing, manage workspace, manage skills
Each role gets a set of permissions ticked or unticked. Defaults are sensible. You don't have to touch them unless you want to.
Custom roles
Sometimes the three built-ins don't quite fit. Common reasons:
- An engineer you trust with quotes but not invoices
- A part-time admin who handles the diary but not money
- A senior tradesperson who books their own jobs but not anyone else's
Head to Settings → Roles (Roles is a sub-tab under Settings) and tap Add role. Name it ("Senior Engineer", "Office Junior"), pick the permissions you want, save. The role appears in the dropdown when you next invite a teammate or change someone's role.
Change someone's role
Head to Settings → Team, find the teammate, tap their row, change role, save. The change takes effect on their next page load. Mucka tells them their access changed.
Who can change roles
Only owners with the manage roles permission. Admins can normally invite but not promote, this keeps role escalation under owner control.
Common gotchas
- Promoting an engineer to owner. A workspace can have multiple owners. Promoting carefully gives the new owner full billing and team access, including the ability to remove the original owner. Use sparingly.
- Custom role with no useful permissions. A teammate with a role that has nothing ticked sees a mostly-empty Mucka. Make sure custom roles include at least view permissions for jobs and clients.
- "Why can't this engineer see X?" Open Settings → Team, check their role, then Settings → Roles, check what that role can do. Adjust either the role or the person.
- Default roles are locked from delete. You can edit the permissions on Owner / Admin / Engineer but you can't delete them. Custom roles you create are deletable as long as no one's assigned to them.