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Permission Options Breakdown

This article explains how admin permissions work in Breadcrumb and how to choose the right permission settings when setting up a UK customer account. It is useful when an admin needs access to configure the company, manage sites, or oversee integrations while keeping access appropriate to their responsibilities.

 

What this means 

  • “Permissions” control what an admin can see and do in the Breadcrumb web portal and (in some cases) the mobile app.
  • Breadcrumb permissions can be granted based on an admin’s role (role-based) and/or granted directly to a specific person (individual-based), depending on how the account is configured.
  • Some permissions unlock read-only access, while others unlock actions like editing settings, approving items, or managing integrations.

 

When you’ll use this

  • When creating a new UK customer company in Breadcrumb and deciding which admin access level to give the your team
  • When you ask “What does this permission do?” before enabling it
  • When you want the minimum access needed to complete onboarding, approvals, or reporting
  • When troubleshooting missing tabs or missing actions in the web portal (e.g., can’t see approvals, can’t edit site settings)

 

Key Considerations

1. Confirm what the admin is responsible for day-to-day

  • Typical buckets: company setup, site setup, approvals, supplier onboarding, reports, Procore integration.

2. Decide the admin’s “scope” first: company-wide vs site-only

  • Company-wide admin work usually requires being set up as a company-level host/admin.
  • Site-only work can often be handled with site-level permissions, but some company-wide pages and actions still won’t appear.

3. Choose the smallest permission set that matches their responsibilities

  • If they only need visibility: pick read-only style permissions.
  • If they must complete actions (approve, edit, configure): pick standard/action-enabled permissions.

4. Apply permissions and test using a real workflow

  • Have the admin log in and confirm they can complete the exact tasks needed (not just “see the page”).

5. If Procore is involved, confirm Procore-side access expectations

  • Some Procore integration behaviors require elevated Procore permissions to function properly, which can appear broader than expected.

 

Common issues

Admin can see users but can’t approve anything

What to check:

  • Whether the admin has approvals-related permissions enabled (not just reports/user directory access).

What to do:

  • Add the approval permission set required for approving/rejecting (and, if needed, requesting revisions).

Admin can access a site’s suppliers but can’t manage company-wide suppliers

What to check:

  • Whether they are set up with company-level access vs site-only access.

What to do:

  • If they truly need company-wide supplier access, ensure they have the correct company-level host/admin access and the supplier management permission set.

Admin can’t see the integration settings / can’t complete integration setup

What to check:

  • Whether they have integration management permissions enabled in Breadcrumb.
  • Whether Procore-side permissions are sufficient for the integration step being attempted.

What to do:

  • Enable the Breadcrumb integration management permission for the correct scope, then re-test.
  • If the customer is concerned about “allow all permissions” on the Procore side, explain that some Procore requirements can grant broader tool access automatically depending on Procore’s permission model.

Role-based vs individual-based permissions feel confusing

What to check:

  • Whether the account is using role-based, individual-based, or mixed mode.

What to do:

  • If using mixed mode, confirm that roles pulled in from Procore may appear as “site hosts” but still won’t have meaningful host abilities unless Breadcrumb permissions are actually assigned to that role and/or person.

 

Why this matters

  • Giving too much access can create risk and confusion (admins may see tools they don’t need, or customers may worry about over-permissioning).
  • Giving too little access slows onboarding and support (admins get blocked, and key setup steps can’t be completed without repeated escalations).

 

Need help?

If you’re not sure which permissions to enable, start with the minimum set required for the admin’s specific tasks and test the workflow end to end. If anything is unclear or you’re concerned about Procore permission requirements, contact your internal Breadcrumb support or your implementation lead for guidance.

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.