Managing Your Team

Control who has access to your account, what they can see, and what they can do. This article covers access and permissions. For day-to-day staff operations (crews, scheduling, time tracking), see Adding & Managing Staff.

Permission profiles

Every user is assigned a permission profile that controls their access level. Three built-in profiles cover common roles:

• Admin — full access to everything including settings, billing, and all reports.
• Office Manager — access to scheduling, customers, invoicing, and operational reports. Cannot manage billing or account-level settings.
• Field Tech — a simplified mobile interface focused on their daily route, job completion, time clock, and messaging. Cannot see financial data or other techs' schedules.

Custom profiles

Beyond the built-in profiles, you can create custom profiles with fine-grained control over individual permissions. This is useful when someone needs more access than a Field Tech but less than an Office Manager. See Permission Profiles for setup details.

Owner accounts

The Owner role has full access to everything, including billing. To prevent anyone else from taking over the account, only an existing Owner can assign the Owner role, or edit, reset the password for, or deactivate another Owner. Other team members with Settings → Team access can manage all non-Owner users as usual.

Inviting a new team member

1. Go to Settings → Team.
2. Click Invite User.
3. Enter the person's name and email address.
4. Select their permission profile.
5. Click Send Invite.

They'll receive an email with a link to set their password and log in.

Editing a team member

From Settings → Team, click a team member to update their name, email, permission profile, crew assignment, and service category qualifications (which types of work they may perform for routing and scheduling). See Service Categories & Qualifications and Crews. Changes take effect on their next page load.

Deactivating a user

If a team member leaves or no longer needs access:

1. Go to Settings → Team.
2. Find the user and click Edit.
3. Toggle Active to off.
4. Click Save.

Deactivated users can no longer log in. Their historical data (job assignments, notes, clock entries) is preserved for your records.

Resetting a password

If a team member forgets their password, an admin with Settings → Team access can send a reset:

1. Go to Settings → Team.
2. Click the team member, then Reset Password.
3. They receive an email with a time-limited link to set a new password.

Anyone can also use the public Forgot password link on the login page without admin help.

Tips

• Use the Field Tech profile for anyone who only needs mobile access — it keeps the interface simple and prevents accidental changes.
• Review your team list periodically and deactivate users who no longer work with you.
• Each user should have their own login — never share credentials between team members.
• When you have the right permissions set up, pair them with Staff Scheduling so working hours and shifts are defined for each role.

Related

• Permission Profiles
• Service Categories & Qualifications
• Adding & Managing Staff
• Crews