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Explained: Company Hosts vs Site Hosts

This article is designed to help you understand how Host access works in Breadcrumb and how to decide whether to assign Company Host or Site Host permissions during account setup. It is especially useful when an admin cannot see a particular setting or feature, or when access needs to be limited to a single project site.

What this means 

  • Company Hosts are users who have access at the company level (typically across all sites in that company, depending on what you assign).
  • Site Hosts are users who have access only for specific sites you add them to.
  • Being listed as a Company Host or Site Host is not enough on its own — you must also assign permissions and/or a role.

 

When you’ll use this

  • You’re setting up a new customer and deciding who should manage settings vs who should run day-to-day site activity.
  • A user says “I’m a host but I can’t do X” and you need to check whether they’re missing the right host type, permissions, or role.
  • You want to give a site team access to one project without giving company-wide access.

 

Key Considerations

1. Decide the user’s scope

  • If they should manage multiple sites or company-wide settings, start with Company Host.
  • If they should only manage one project, use Site Host for that specific site.

2. Add them in the correct place

  • Navigate to the Web Portal > Go to Settings > Permissions.
  • Choose the Company Hosts tab to grant company-level access.
  • Choose the Site Hosts tab to grant access to a specific site, then select the site first.
  • If you are integrated with Procore, add the Site Host and their assigned role to your Project Team list. Their information will automatically sync to Breadcrumb.
  • Please make sure that under Procore, the user has a 'project user' role and a mobile phone number assigned. This tends to be a major reason why users aren't synced across.

3. Assign access/permissions (don’t skip this)

  • Assign permissions directly to the user and/or assign a role that contains the permissions.
  • If your setup uses both user permissions and role permissions, remember they can combine (a user can gain access from either).

4. Confirm what they can do

  • Company-level permissions generally apply across all sites in the company.
  • Site-level permissions apply only to the site(s) where the user is added.

5. Re-test the exact action the user is trying to do

  • Ask: “Which site are you on when you try this?”
  • Then verify they are added as a host at that same scope (company vs the specific site) with the required permission/role.

 

Common issues

User is listed as a host but can’t access features

  • Check: Are they only added as a Company Host or Site Host without any permissions/role assigned?

  • Do: Assign the required permissions and/or add the correct role.

User can do something on one site but not another

  • Check: Were they added as a Site Host on only one site?

  • Do: Add them as a Site Host on each required site, or move them to Company Host if they need access across all sites.

User has both Company Host and Site Host and is worried it will conflict

  • Check: Are you seeing unexpected missing access, or is the issue related to a specific integration or setup?

  • Do: Having both usually won’t override or cancel access. Troubleshoot the missing capability by confirming the permission/role at the correct scope.

User can’t see all sites or can’t select “all sites”

  • Check: Are they only a Site Host?

  • Do: Site Hosts typically only see the sites they’re assigned to. If they need broad visibility, consider Company Host with appropriate permissions (depending on your customer’s intended access model).

 

Why this matters

  • It prevents over-permissioning (giving someone company-wide access when they only need one site).
  • It reduces support issues caused by users being “added” but not actually granted permissions or a role.
  • It makes account setup cleaner by separating company admin responsibilities from site operations.

 

Need help?

If you’re unsure what access to grant, start by confirming what the user needs to do and whether it’s meant to be company-wide or site-specific. If you still can’t resolve it, escalate to your internal support lead with the username, the site(s) affected, and the exact action they’re trying to take.

If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.