Roles & Groups

Roles define what someone can do globally. Groups help you organize people and control access to specific content.

---

Built-in Roles

Every team member must have at least one built-in role. These roles govern access to company-wide features and settings.

Role	What It Allows
Employee	Standard access to LeanScaper AI. Can chat with Lana, use agents, record huddles, submit field requests, and access content shared with them. Cannot view financial information or change company settings.
Finance Admin	Everything Employee can do, plus access to the QuickBooks integration. Required for Lana to use QuickBooks tools and pull financial data. If no one on your team is a Finance Admin, the QuickBooks integration won't be available.
Admin	Full control over company settings, users, and company data. Can access financial information, invite and remove team members, create groups, and manage all aspects of the account.

A person can have multiple roles. For example, your office manager might be both Employee and Admin. Your accountant might be Employee and Finance Admin.

Everyone is at least an Employee. You can't remove the Employee role without assigning another role.

---

Groups

Groups are custom organizational buckets you create. Use them to organize your team however makes sense for your business.

Common ways to organize groups:

• By crew: Turf Crew 1, Snow Crew A, Install Team

• By division: Maintenance, Construction, Snow, Irrigation

• By department: Office, Field, Sales, Management

• By location: North Region, Downtown, Satellite Office

Groups become useful when you start sharing content. Instead of sharing a LeanDoc with five individual people, share it with the "Crew Leads" group. When someone new becomes a crew lead, add them to the group and they automatically get access to everything shared with that group.

---

Creating a Group

1. Go to Settings > Team

2. Expand the Groups section

3. Click Create Group

4. Enter a group name (required) and description (optional)

5. Click Create Group

The description helps you remember what the group is for, especially as you create more groups over time.

---

Assigning Roles and Groups

When you invite someone, you select their initial role. After they join, you can update both their role and group memberships.

To update a team member:

1. Find them in the Manage Team section

2. Click the three-dot menu on their card

3. Select Update Groups

4. Choose their role(s) and group(s) from the dropdown

5. Click Save

The dropdown shows built-in roles at the top (Employee, Finance Admin, Admin), followed by any groups you've created. Select all that apply.

Removing someone from a group immediately removes their access to content shared with that group. Make sure that's what you intend before saving.

---

How Roles and Groups Work Together

Think of it this way:

• Roles control what someone can do across the whole platform (access financial data, manage settings, etc.)

• Groups control what content someone can see (specific LeanDocs, files, boards, etc.)

A crew lead might be:

• Role: Employee (standard platform access)

• Groups: Turf Crew 1, Crew Leads (access to content shared with these groups)

Your operations manager might be:

• Roles: Employee + Admin (can manage team and settings)

• Groups: All Crews, Management (broad content access)

---

Related Pages

Adding Team Members

How to invite people to your company account.

Understanding Permissions

How roles and groups control access to LeanDocs, files, and more.