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Profiles List View

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Overview

Profiles define what users can do within Fentu FSM. Each profile contains a set of permissions that control access to features, data, and actions. By assigning a profile to a user, you grant them all the permissions in that profile.
Design profiles around job functions, not individuals. Create profiles like “Dispatcher” or “Technician” that can be assigned to anyone in that role.

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When to Manage Profiles

Configure profiles when:
  • Setting Up System - Creating initial permission structure
  • New Job Functions - Adding roles that need unique permissions
  • Security Changes - Adjusting what users can access
  • Feature Rollouts - Enabling access to new features
  • Compliance - Meeting security requirements

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Profile Information

Each profile includes:

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Permission Types

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Default Profiles

Common profiles included by default:

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Administrator

Full system access including:
  • All modules and features
  • User management
  • System configuration
  • All data access

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Dispatcher

Service coordination access:
  • Work orders (full access)
  • Customers (view and edit)
  • Technicians (view)
  • Scheduling tools
  • Material requests

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Technician

Field work access:
  • Assigned work orders
  • Mobile app access
  • Time tracking
  • Material usage
  • Own schedule

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Manager

Supervisory access:
  • Team work orders
  • Reports and dashboards
  • Approval functions
  • Team member data

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Read Only

View-only access:
  • View work orders
  • View customers
  • View reports
  • No edit capabilities

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Creating Profiles

1

Navigate to Profiles

Go to Administration > Profiles
2

Click Create

Start a new profile
3

Enter Profile Details

Provide name and description
4

Configure Module Access

Enable/disable access to each module
5

Set Permissions

For each module, set create/read/update/delete
6

Configure Special Permissions

Set any special action permissions
7

Save Profile

Save the new profile

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Copying Existing Profiles

To create a similar profile:
  1. Open existing profile
  2. Click Copy/Duplicate
  3. Modify name and permissions
  4. Save as new profile
Start with a similar profile and modify rather than building from scratch. This ensures you don’t miss commonly needed permissions.

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Permission Configuration

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Module Permissions

For each module, configure:

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Data Scope Permissions

Limit data access:

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Special Permissions

Feature-specific permissions:
Be careful with Delete permissions. Data removal should be limited to specific roles. Consider using soft delete (move to trash) instead.

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Profile Management

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Auditing Profiles

Regularly review:
  • Which users have each profile
  • Whether profile permissions are still appropriate
  • If profiles are actually being used
  • Compliance with security policies

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Modifying Profiles

When changing profile permissions:
  1. Review current users with this profile
  2. Assess impact of changes
  3. Communicate changes to affected users
  4. Make changes
  5. Verify everything works as expected

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Deactivating Profiles

Before deactivating:
  1. Check how many users are assigned
  2. Reassign users to different profiles
  3. Then deactivate
Deactivated profiles cannot be assigned to users but historical records remain. This is preferred over deletion for audit purposes.

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Best Practices

Create profiles for job functions, not individuals. “Dispatcher” profile, not “John’s profile.”
Grant only permissions needed for the role. Avoid “everything” permissions unless truly needed.
Name profiles clearly. Anyone should understand what the profile is for from the name.
Maintain documentation of what each profile is intended for and why it has specific permissions.
Review profiles periodically. Remove unnecessary permissions, add needed ones.
Test profile changes with a test account before rolling out to production users.

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Common Questions

Typically no. Each user has one profile. If someone needs combined permissions, create a new profile with the combination.
Temporarily assign a different profile, then switch back. Or create a specific profile for temporary situations.
Either create a new profile or see if data scope adjustments can achieve the goal without a new profile.
Not typically. Each profile is independent. Use profile copying to maintain similar sets.
No access: user can’t see the module at all. View-only: user can see and browse but not create/edit/delete.
Profile permissions determine what you can do. Branch restrictions determine which data you can see. Both apply.

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Related Documentation

User Management

Creating and managing users

System Settings

Global security settings

Branches

Branch data scope

Teams

Team data scope