Roles and permissions

ERP Jobs uses three Desk roles on top of standard ERPNext access. Your D4 contact assigns these when the module is enabled. Status changes always go through workflow action buttons — staff do not edit the status field directly.

Roles at a glance

Role	Who	Create jobs	Workflow actions	Override warnings	Close jobs
Job User	Front desk, booking clerk	Yes	Booking, quote fee, quotation, approve quote, notify ready, record collection	No	No
Job Manager	Workshop lead, owner	Yes	All actions including assign technician, parts received, close job	Yes	Yes
Job Technician	Bench technician	No	Assessment, parts request, repair, QC on assigned jobs only	No	No

System Manager can do everything — reserve that for IT or your ERP administrator, not daily floor staff.

What each role does day to day

Job User (front desk)

Typical shift:

• Create jobs and run Confirm Booking (prints + booking email)
• Record Quote Fee when the job type requires it
• Create and submit Quotation, then Send Quotation
• Approve Quote after the customer agrees (phone, WhatsApp, in person, or email)
• Notify Ready for Collection when the bench signals completion
• Take payment and Record Collection (counter pickup)
• Create customers and update contact details on the job

Front desk staff usually cannot assign technicians or close jobs — that stays with the manager.

Job Manager (workshop lead)

Adds to front desk:

• Assign Technician and reassign when needed
• Parts Received when auto-advance did not fire
• Close Job on delivery / trade-credit paths
• Override Warn gates with a documented reason
• Edit Job Settings, Job Type, and Job Repair Workflow Settings
• Run workload and open-job reports

Job Technician (bench)

Typical shift:

• Open My Assigned Jobs for your queue
• Complete Assessment, Request Parts, Complete Repair, Complete QC
• Create Material Request and Stock Entry (material issue) linked to the job
• Read other open jobs for context but edit only jobs assigned to you

Technicians do not create new jobs. Quotation and sales invoice buttons are hidden on the technician Job form — front desk or managers handle customer-facing billing steps.

Employee setup (required for technicians)

Every Job Technician needs an active Employee record in ERPNext:

1. Open Human Resources → Employee (or search Employee in Desk).
2. Create or open the employee.
3. Set User ID to their ERP login email/username.
4. Ensure Status is Active.

Without this link:

• My Assigned Jobs shows nothing useful
• The technician cannot save changes on assigned jobs
• Assign Technician may not list them

Managers should verify Employee + User ID before go-live — add it to your onboarding checklist.

My Assigned Jobs

Jobs → Reports → My Assigned Jobs filters to jobs where Technician = the logged-in user's Employee record.

Who	Report behaviour
Technician	Only jobs assigned to them
Manager / front desk	Uses same report name but is not the primary daily view — use Open Jobs or Technician Workload instead

Technicians can browse the full Job list (read-only on others' jobs) to check parts or status on a shared bench — they just cannot save another technician's job.

Permission levels on the Job form

Some intake fields (customer, checklist, quote approval) sit at permlevel 1. Technicians edit repair and assessment fields only; they cannot change who approved the quote or alter booking details after handoff.

Manager checklist before go-live

Check	Where
Each technician has Employee + User ID	Employee list
Front desk has Job User	User → Roles
Workshop lead has Job Manager	User → Roles
Bench staff have Job Technician only (not Manager unless intended)	User → Roles
Assessment fee defaults and job types	Job Settings, Job Type
Gate strictness matches shop policy	Job Repair Workflow Settings

Upstream reference

Introductionhttps://docs.frappe.io/erpnext/user/manual/en/introduction

Next steps

• Getting started — open the Jobs workspace
• Repair workflow — action sequence by role
• Troubleshooting — "cannot save job" and permission errors
• Reports — Technician Workload and Open Jobs