Roles and permissions

Every SubmittalLink project member has one of five roles. The role controls which modules a person sees and what they can create, edit, or delete. It’s set per project, so the same person can be a consultant on one project and a project manager on another.

The five roles

Role	Typical user	Summary
Owner	The person or company that created the project	Full access. The only role that can change project settings or delete the project.
Project manager	GC project managers and project engineers	Creates and manages submittals, RFIs, contracts, and change orders. Manages users, vendors, and spec sections.
Field	Superintendents, foremen, field engineers	Creates RFIs, tasks, daily reports, and punch lists. Can’t delete RFIs.
Consultant	Architects, engineers, designers	Reviews submittals and responds to RFIs assigned to them.
Subcontractor	Trade partners and suppliers	Views and responds to items assigned to them.

Owners and project managers assign roles when they invite users. The owner role can’t be assigned by invitation.

Permission table

✅ = can do it · 👁 = view and respond only · — = no access

Action	Owner	Project manager	Field	Consultant	Subcontractor
Create, update, delete submittals	✅	✅	👁	👁	👁
Create submittal revisions	✅	✅	—	—	—
Create and update RFIs	✅	✅	✅	👁	👁
Delete RFIs	✅	Only if RFI manager	—	—	—
Create, update, delete tasks	✅	✅	✅	👁	👁
Create punch lists and items	✅	✅	✅	👁	👁
Open daily reports	✅	✅	✅	—	—
Open schedule	✅	✅	✅	—	—
View change orders	✅	✅	✅	✅	✅
Create and update change orders	✅	✅	—	—	—
View and manage contracts	✅	✅	—	—	—
Add drawings and drawing folders	✅	✅	✅	✅	✅
Delete drawings and drawing folders	✅	✅	—	—	—
Upload documents and create folders	✅	✅	✅	✅	✅
Rename, move, delete documents	✅	✅	—	—	—
Notify users about submittals and RFIs	✅	✅	—	—	—
Notify users about tasks	✅	✅	✅	—	—
Manage users, vendors, spec sections	✅	✅	—	—	—
Create AI Workers	✅	✅	—	—	—
Edit project settings	✅	—	—	—	—
Delete the project	✅	—	—	—	—

Restrict what subcontractors and consultants see

By default, consultants and subcontractors can view every submittal and RFI on the project. Turn on Restrict Vendor Visibility in project settings so they only see items assigned to them.

Frequently asked questions

Can a project manager change project settings?

No. Only the project owner can open Update Project and change project settings such as the RFI workflow, email settings, and the company logo.

Can a consultant create a submittal?

No. Only owners and project managers create submittals. Consultants review and respond to submittals when they’re on a review step.

Can field users delete RFIs?

No. Field users can create and update RFIs but can’t delete them, even when they’re the RFI manager. Only the project owner or that RFI’s RFI manager can delete an RFI.

Can I change another user’s role?

Only owners and project managers can change roles, under Project Setup → Users.

Can subcontractors see other subcontractors’ submittals?

Yes, unless the owner turns on Restrict Vendor Visibility. With it on, subcontractors and consultants only see items assigned to them.