Who should see what in a file service?

When a file service is one person, nobody needs roles. Then a second tuner starts, or someone comes in to do the books, and suddenly a shared password gives everyone everything: the library, the margins, the customer list.

Why not let everyone see everything?

Three reasons. Your library and your customer list are the business, and they are what someone would take if they left. A tuner does not need to see what each customer pays, and awkward conversations follow when they do. And a screen with everything on it is simply slower to use, so people miss what matters.

What does each role really need?

How do you stop people treading on each other?

With a queue that shows who has what. Your tuners open what is next, a job someone has taken shows as theirs, and work paid for speed stays on top. That is covered in how a tuner gets a job.

A tuner's password opens your whole library. Treat it that way.

How do you keep accounts safe?

Everyone has their own sign-in, with no sharing. Ask for a second step: a code from an app or by email, which you can make compulsory for staff, customers or both. When someone leaves, close their account that day. Bot protection on sign-in, sign-up and forgotten password stops the automated attempts, and there is more about this on the security page.

How do you add people as you grow?

One at a time, in the smallest role that lets them work. Moving someone up later is easy, but taking something away is awkward. Extra staff users can be added to any package with their own sign-in: admin or tuner, and technician from Pro.

What about dealers' staff?

A dealer running their own portal looks after their own team, and you decide what each dealer can see, sell and do, switch by switch. See how a dealer network works.

How do you handle someone leaving?

Have a short list ready: close the account, change any shared passwords, move their open jobs to someone else, and check who else was using anything of theirs. Because every job keeps its own file and conversation, the next person can pick up where they left off, and the customer may never notice.