PressureWashingBossPro Blog — Pressure Washing Software

User Roles in Pressure Washing Software: Office Logins, Crew PINs and Rig Assignments

When it is just you, everybody in the software is you. The day you hire someone to answer the phone or run the second rig, you need to decide what they can see and do. Getting that right early saves awkward conversations later.

Two Kinds of People

The weekly numbers covered in Reports in Pressure Washing Software: The Numbers Worth Checking Each Week are something most owners want to keep to themselves or a trusted manager. Gate codes and job details, on the other hand, need to reach every operator. That is why PressureWashingBossPro treats people in two groups.

• Office users log in to the full software with their own account and a role that decides what they can do.
• Employees use the crew app with the company login and their own personal PIN, and are assigned to rigs.

Office User Roles

Office users get roles. The roles available are Owner, Manager, Office, Crew Lead and Mobile, each with its own permissions. The idea is simple: give each person what their job needs and nothing more.

A typical small washing company might set up:

• The owner with full access to everything, including billing settings and reports.
• An office helper (often a spouse or a part-time person) who answers texts, builds estimates and schedules jobs.
• A lead operator who can see and adjust the schedule for their rig.

Office users are counted by plan: Start includes 2 office users, Pro includes 3, and Crew has unlimited. Crew members using the crew app are not office users and are unlimited on every plan.

Crew PINs

Every operator gets a personal PIN for the crew app. They log in with the company login plus that PIN. The PIN is what ties their work to them:

• Jobs they start and complete.
• Photos they take.
• Notes they leave on skipped jobs.
• Clock-ins and clock-outs on the time clock.

When someone leaves the company, you turn off their PIN. The company login stays the same for everyone else, and the person who left no longer sees routes, addresses or gate codes. That is far better than a group text with every customer's gate code that former helpers keep forever.

Rig Assignments

Employees are assigned to rigs. On the dispatch board, jobs are assigned to a rig and a day, so each operator sees the jobs for their rig. A company running one rig on residential and one on a commercial route sets up two rigs and assigns each operator to the right one.

When someone swaps rigs for a day, because of a sick day or a big commercial job that needs two people, you change the assignment and their phone shows the new route. Nothing else needs to change.

Rigs are counted by plan too: Start is set up for 1 rig, Pro for 2, and Crew has unlimited. Employees are unlimited on every plan, so you can put two people on a rig without paying more.

What Each Person Sees on a Normal Day

Picture a two-rig company on a Tuesday. The owner opens the software at 6am, checks the Waiting List, confirms the routes and heads out on the residential rig. The office helper arrives at 8, answers customer texts, builds two estimates from satellite measurements and books an approved deck wash for Thursday. The commercial operator logs in with their PIN at 5am, works through the drive-thrus and dumpster pads in route order, and taps Complete at each stop.

Each person sees what they need and nothing gets lost between them. The helper never has to call the owner for a gate code, and the operator never has to call the office to ask what is next.

Setting Roles Up Well

A few practical tips:

• One login per person. Do not share office logins. When everyone has their own, you know who changed what.
• Start narrow, widen later. Give a new office helper a narrower role first. It is easier to add access than to take it away.
• Keep billing settings with the owner. Card on file, billing schedules and prices are worth keeping in a small circle.
• Turn off PINs the same day. When an employee leaves, make it part of the last-day routine.

Growing Into It

For a one-rig owner-operator, roles barely matter at first. You are the Owner, and maybe there is a helper with a PIN. As you add a rig and an office person, roles let you hand off work without handing over everything. The crew's side, including the time clock and GPS, is covered next in Time Clock and Crew GPS in Pressure Washing Software.

To see how roles fit with the crew app, dispatch and billing, visit the PressureWashingBossPro pressure washing software page.