We’ve rolled out several updates, including new view and edit states, refreshed action buttons and statuses, and transitioned some modals to full-page views.
Setting up your internal team is a foundational step when getting started with Buildertrend. By inviting employees as Internal Users, you can assign roles that control their access to features and job information, ensuring each team member only sees what’s relevant to their responsibilities.
Buildertrend offers both default and custom roles, giving you flexibility when managing permissions. You can also tailor how users receive updates by configuring their notification preferences for email, text message, or mobile app push notifications.
Internal User Help Video
Adding Internal Users
Adding and editing other internal users is only available to roles:
Org Owner and Admins
Begin by navigating to Internal Users from the users menu and click +Internal user.
Enter the user’s name and email address, assign a role to define their access, and click Create. An invitation will be emailed so they can log in and begin collaborating in Buildertrend.
💡Pro Tip
You can add multiple new internal users by selecting Invite multiple users. This enhances efficiency by allowing bulk invitations.
Permissions
Permissions in Buildertrend are determined by the internal user’s assigned role. You can’t enable or disable individual permissions directly for a user, instead, each role comes with a predefined set of permissions.
On the Permissions tab, you’ll see which role the user has been assigned and what permissions that role includes.
💡Pro Tip
If you require more flexibility, you can create Custom Roles with tailored permissions and assign them to users.
Security & Login
The Security & Login tab lets you manage login access for internal users.
This tab includes two key controls:
Login Access – Use the toggle to change a user’s status between Active and Inactive, depending on whether they currently need access to Buildertrend.
Archive User – This option removes the user from dropdown menus and prevents login access, while preserving their historical data. Archiving helps keep your account organized by showing only active users in relevant lists.
Internal User Statuses
Each internal user can have one of four statuses, depending on their access and role in your account:
Active: The user has an active username and password, allowing them to log in and interact in Buildertrend.
Inactive: The user either hasn’t been invited yet (after initial creation) or has had their login access toggled off. They cannot log in but can still be assigned to items and jobs for internal tracking.
Archived: The user is removed from dropdown menus and cannot log in. Their historical activity remains visible for reporting and reference.
Deleted*: The user is permanently removed from your Buildertrend account. Most of their history is erased, but a few records will remain:
Time Clock shifts (Note: they won’t appear in the "User" filter but can still be found by sorting all shifts.)
Comments they left
Any entities they created (e.g., Jobs, Bills, Client Invoices, etc.)
*We strongly advise against deleting internal users who were previously active. Instead, we recommend archiving them to ensure the preservation of important historical data.
Notification Settings
Notification settings help your team stay up to date without being overwhelmed. While Org Owners and Admins can set or adjust notifications for internal users, each user can also customize how they receive updates from their own User Settings.
💡Pro Tip for Admins:
If you plan to enforce company-wide notification settings, be sure to communicate this to your team. Setting clear expectations helps prevent users from adjusting their own preferences.
Use the collapsible drawers to expand each feature or section. Then, select your preferred notification method(s) by checking the boxes for Email, Text Message, or Push (via the Buildertrend mobile app) for each type of alert.
Buildertrend Roles
In Buildertrend, roles define what internal users can see and do in the system. Instead of assigning individual permissions to each user, access is managed at the role level. Each role includes a defined set of feature permissions and job status access requirements, making it easy to align access with job responsibilities.
Buildertrend provides a set of default roles to help you get started. You can also create custom roles that match your team’s structure and workflows. This ensures every team member has the appropriate level of access to perform their job, nothing more and nothing less.
You can view all default Buildertrend roles, along with any custom roles your team has created, by navigating to Role Management in your Company Settings.
Expand for more information on each role
Expand for more information on each role
Permission Matrix
Role | General Access | Job Status Access | Limited Access | No Access |
Org Owner | Full access to all features and settings | All job statuses | — | — |
Admin | Same as Org Owner | All job statuses | — | Subscription Management, Cashback & Discount Payments |
Project Manager | Full job access (no Sales, Internal Users, or Client Invoices) | Open, Warranty, Closed | Accounting Integration | Sales, Warranty, Client Invoices |
Office Manager | Most items (no Estimates or Warranty) | Presale, Open, Warranty, Closed | — | Warranty, Bids, Estimate |
Bookkeeper | Financials and job-related items | Presale, Open, Warranty, Closed | Schedule, To-Dos, Messages, Bids | Sales, RFIs, Daily Logs, Warranty, Surveys |
Selections Coordinator | Selections, POs, COs with cost and price info | Presale, Open, Closed | Time Clock, Messages | Sales, Warranty, Surveys, Bids, Estimate, Client Invoices, Accounting |
Warranty Coordinator | Warranty, To-Dos, and communication tools | Open, Warranty, Closed | — | Jobs, Customers, Subs, Sales, COs, Selections, Financials, BRI |
Architect | View-only COs and Selections (no pricing), job-related items | Presale, Open, Closed | To-Dos | Sales, Warranty, Financials, Surveys, Bids, Estimate, Client Invoices, BRI |
Project Estimator | Estimates, Bids, Selections, Bills/POs with cost and price | Presale, Open, Warranty, Closed | Schedule, To-Dos | Sales, Warranty, Client Invoices, Accounting Integration |
Sales Rep | Manages own Leads, converts to Jobs. Pricing only on proposals | Presale, Open, Warranty, Closed | Sales, Schedule, To-Dos, Time Clock, Accounting | COs, Selections, Warranty, RFIs, Surveys, Messages, Financials, BRI |
Sales Manager | All Leads, Proposals, Estimates in Jobs | Presale, Open, Warranty, Closed | Schedule, COs, Selections, Accounting | Warranty, RFIs, Surveys, Financials, Client Invoices |
Field Crew | To-Dos, Daily Logs, Time Clock, Schedule (no pricing) | Open, Warranty | To-Dos, Time Clock | Most other features |
Purchasing Coordinator | Financial tools with cost and price info (except Client Invoices, Proposals) | Presale, Open, Warranty, Closed | To-Dos | Sales, Time Clock, Warranty, Surveys, Client Invoices |
Create a Custom Role
If the standard Buildertrend roles don’t meet your team’s needs, you can create a custom role.
Begin by navigating to Role management within your Company Settings and click +Role.
Give your custom role a name and description, then use the checkboxes to grant to View, Add, Edit, Delete permissions.
💡Pro Tip
Click Add from role to pre-populate permissions from an existing role, allowing you to make quick custom roles.
Interested in Learning More? 📚
The Buildertrend Learning Academy is your one-stop-shop for your online education, whether you're new to Buildertrend or an experienced user looking to learn more.
If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.