# Jobs: who can do what

> What owners, admins, staff and viewers can do with work records, record types and work settings, how a limit to one business applies, and the API scopes.

Source: https://support.billingmart.com/jobs/permissions
Updated: 2026-10-26 · Applies to: Web · Section: Jobs

Your workspace may use a different word for its work; the screens are the same.

Your role decides what you can do with work records, whatever your workspace calls them: Calls, Policies, Matters or Jobs. The roles are the same four as everywhere else. See [Roles and permissions](https://support.billingmart.com/account-and-security/roles-and-permissions.md).

## Work records

| | Owner | Admin | Staff | Viewer |
| --- | --- | --- | --- | --- |
| Open and read records | Yes | Yes | Yes | Yes |
| Create, edit and discard a draft | Yes | Yes | Yes | No |
| Activate a record | Yes | Yes | Yes | No |
| Move stages, assign, set the next action, add notes | Yes | Yes | Yes | No |
| Complete or reopen a record | Yes | Yes | Yes | No |
| Add a sub-job, or move a record under another | Yes | Yes | Yes | No |
| Cancel a record | Yes | Yes | No | No |
| Delete a record made by mistake | Yes | Yes | No | No |

Cancelling or deleting a record asks for your second factor.

Activating a record gives it a number and counts as one send. It is never refused at your monthly limit. See [What counts as a send](https://support.billingmart.com/invoices/what-counts-as-a-send.md).

## Record types and work settings

| | Owner | Admin | Staff | Viewer |
| --- | --- | --- | --- | --- |
| See the published record types | Yes | Yes | Yes | Yes |
| Open a draft type in the editor | Yes | Yes | No | No |
| Open **Work & terminology** | Yes | Yes | Read only | No |
| Create, edit, duplicate and order types | Yes | Yes | No | No |
| Publish, archive and restore a type | Yes | Yes | No | No |
| Retire a stage, or move records to another type | Yes | Yes | No | No |
| Change the words, the pins and the client view | Yes | Yes | No | No |
| Apply a business type's work setup | Yes | Yes | No | No |

These may ask you to confirm it is you: publishing, archiving and restoring a type, retiring a stage, moving records, changing the words or the client view, and applying a business type. Pinning and ordering types do not.

## Limited to one business

A member limited to some businesses reaches only the records of those businesses. A record in another business answers as if it did not exist. The same member sees only the record types offered to their businesses, and changes the settings of those businesses only.

## API keys and connected assistants

Three scopes cover work records:

- **jobs:read.** Read work records, their types and the work configuration. Notes marked internal are never returned. Email and phone answers are masked, and address and sensitive answers are left out, unless the key also holds **contacts:read**.
- **jobs:write.** Create and edit records as drafts and move them through their stages. Includes read. Writing a contact or sensitive answer also needs **contacts:read**. Activating a record is an action: a person approves it, or the owner's Auto rule runs it.
- **workConfig:write.** Save a record type as a draft, or ask the assistant for a setup proposal. Asking uses AI credits. Nothing changes until an owner or admin applies it in BillingMart. Publishing a type, the words, the pins and the client view are never a scope.

See [API keys and the REST API](https://support.billingmart.com/connections/api-keys.md) and [What always needs a person](https://support.billingmart.com/agent/what-always-needs-a-person.md).