In this article, you'll learn how to add the people who work with you, like techs, dispatchers and office staff, to your CRM. Once someone's on your team, you can put them on jobs, see them on the schedule and decide what they can see and do.
To open the Team page:
- In the menu, click Team.
You can also get there from Settings: under Users & roles, click Team management. It's the same page.
The list opens filtered to status: Active. Each row shows the person's name and email, phone, role, whether they're on the field team, whether they're a User or a Subcontractor, and when they were added. A few rows carry a tag: Account owner for the person who owns the account, No login for someone who's on the list but can't sign in yet (an imported name, for example), and for subcontractors whether their 1099 form is on file.
Click the filter bar to narrow the list by Status, Role or User type, or type a name into Search. Click a row to open that person's profile.
Inviting a team member
Everyone you add as a user gets their own login to your company's CRM.
- On the Team page, click Add New.
- Make sure User is selected at the top of the Add team member panel. Under it you'll see "Can login and work on your account".
- Type their Email Address. This is what they'll sign in with.
- Type their Name.
- To pick the color they show up in on the schedule, click the paintbrush button beside the name and choose a color.
- Type their Phone. Use a mobile number so the invitation can be texted to them.
- Choose a Permission level. This is their role, and it decides what they can see and do on your account.
- Set Field tech to Yes if you want to assign jobs to them, or No for office-only staff.
- Set Track Location to Yes or No. With it on, their phone is asked to share location for On My Way texts, and they get a reminder once a day when location is off.
- Click Invite user.
You'll see Invitation sent, and the new person shows up in the list. Invite user stays greyed out until there's a name and a valid email address.
Picking the right role
The Permission level list holds your company's roles. New people start as tech unless you pick something else. Field tech and Track Location both start on Yes.
If none of the roles fit, set up your own on Roles & permissions, under Users & roles in Settings. You can change someone's role any time from the Role field on their profile.
What the new team member receives
As soon as you click Invite user, the CRM sends them:
- A text, if you entered a phone number, saying they've been added to your team, with a link to set up their login.
- An email with a link to set their password.
The link opens a Welcome to the team page. They type a new password (at least 8 characters), type it again under Confirm password, and click Save password. A You're all set page then points them to the phone app, with a link to open the CRM in the browser instead. From then on they sign in with their email address and that password.
Finishing their profile
Click the person's row to open their User Profile. It has four tabs: Profile, Availability, Documents and History. On the Profile tab you can:
- Upload a profile picture.
- Tick or untick Track location, Show in schedule and Send location alerts.
- Under User Details, change their Name, Home address, Phone and Additional phone numbers. Their email can't be changed here.
- Under Roles and permissions, change their Role and whether they're a Field team member.
- Set their Labor cost per hour, Tax classification and Schedule color, and leave Notes for other admins.
- For anyone who isn't an admin, untick any CRM features you don't want that login to see.
On the Availability tab, leave User availability same as business hours on, or turn it off and set their working days and hours, with + Add time slot for a split day.
Click Save when you're done. Documents holds a subcontractor's W-9 and 1099 forms, and History lists the days and hours they've clocked.
Turning someone off when they leave
Each row on the Team page has an Active switch. Turn it off and confirm with Disable, and that person comes off every upcoming job, drops out of the job pickers and can't sign in. Everything about them, including their past jobs, is kept, and they show up again under the Disabled status filter. Turn the switch back on to bring them back.
You can do the same from their profile: click Actions, then Disable user or Enable user. The account owner can't be turned off.
Adding a subcontractor instead
The Add team member panel also has a Subcontractor tab. Subcontractors can take jobs and get messages, but they don't get a CRM login. Enter their First name, Last name, Mobile and hourly Pay rate, then click Invite. The invite is texted to that mobile number, along with the form that collects their W-9 for the 1099. See Assigning team members to jobs for putting people to work once they're added.
On the phone app
- Open the menu and tap Team. Admins can also tap the gear in the menu and find Team under People & data.
- Tap Add New.
- Fill in the same fields as on the web, then tap Invite user (or Invite on the Subcontractor tab).
The app's form has no schedule color. Tap status: Active, Disabled or All to switch the list, and use the switch on each card to turn someone off or on. Tap someone to open their profile, where you can change their details, role, notes and switches, tap Reset password to send a new password email, or tap Disable user. Their profile picture, extra phone numbers, schedule color and feature ticks are set on the web.