Managing team member profiles

In this article, you'll learn how to open a team member's profile and keep their details up to date. One profile holds their role, their schedule color, whether they can be put on jobs and what they cost you per hour, so it's worth a few minutes per person.

You need the User Settings permission to see the Team page and open profiles. Admins have every permission.

To open a team member's profile:

  1. In the menu, click Team. You can also go to Settings, then Users & roles, then Team management. Both open the same page.
  2. The list starts out showing active people only. To see anyone else, click the Filter results bar and pick a Status (Active, Disabled or All), a Role or a User type (User or Subcontractor).
  3. To find someone fast, type a name, email or phone number into Search. The dropdown on the right sets how many rows show per page.
  4. Click the person's row. Their User Profile opens.
The Team page, with the filter bar and the list of team members
The Team page, with the filter bar and the list of team members

The profile has four tabs: Profile, Availability, Documents and History. The Actions button sits at the top right.

Opening a team member's profile and looking through its tabs

Updating profile details

Picture and switches

  1. To add a profile picture, click the round Upload Image circle and pick an image. The page allows up to 24MB. The picture saves as soon as it uploads.
  2. Tick or untick the three boxes under the picture:
  • Track location asks their phone to share its location for on-my-way texts, and reminds them once a day when it's off.
  • Show in schedule keeps them on the Team Schedule.
  • Send location alerts sends their missed clock-ins, missed clock-outs and overtime to your schedule admins.

User Details

  • User type shows User or Subcontractor. You can't change it here.
  • You can edit Name, Home address, Phone and Additional phone numbers. Put commas between extra numbers.
  • Email is greyed out. It's their login, so you can't change it from the profile.

Roles and permissions

  1. Pick a Role from the dropdown. The account owner's role can't be changed.
  2. Tick Field team member if this person can be assigned to jobs. Unticking it takes them off every upcoming job when you save.
  3. To change what a role can see and do, click the here link under "Customize roles and permissions". It opens Roles & permissions.

Pay, tax and color

  • Labor cost per hour: what they cost you per hour, in dollars.
  • Tax classification: Not set, W-2 employee, 1099 contractor (individual) or 1099 contractor (business).
  • 1099 details (W-9): shows for subcontractors only. It tells you whether their W-9 is signed, sent or not sent yet, with a send the form or resend link.
  • Schedule color: click a color. Their jobs show in that color on the schedule.
  • Notes: anything the other admins should know.

Features this login sees

If the person has a login and isn't an admin, you'll see a row of boxes under CRM features this login sees. Untick a feature to hide it from them. These boxes save the moment you click them.

When you've finished with everything else, click Save at the bottom.

Note: If a save takes someone off jobs, the message at the top says Saved and how many upcoming jobs they were removed from. Past jobs keep their crew.

Setting their working hours

  1. Click the Availability tab.
  2. If they work whenever you're open, leave User availability same as business hours on.
  3. To give them their own week, turn it off. Tick Working? for each day they work and pick a Start at and End at time. Times run in half hours.
  4. For a split shift, click + Add time slot. The X next to a slot removes it.
  5. Click Save.
Giving a team member their own working hours

Documents and History

  • Documents shows Tax forms: the Form W-9 and the Form 1099-NEC. Both are for subcontractors only. For a subcontractor, click View W-9 once they've signed it, or Send form / Resend form. The 1099-NEC is prepared each January once their pay crosses the IRS threshold.
  • History lists every day they clocked in from the crew portal, with in and out times, hours worked, breaks and pay. Totals for Days, Hours and Earned sit at the top.

Using the Actions menu

Click Actions to see:

  • Reset password: emails them a link to set a new password. You'll only see this for people with a login.
  • Send 1099 form (W-9) or Resend 1099 form (W-9): for subcontractors only.
  • Disable user or Enable user: disabling asks "Disable [name]?" first. They come off every upcoming job and can't sign in until enabled again. Nothing about them is deleted. The account owner can't be disabled.
The Actions menu on a team member's profile
Tip: The Active switch at the end of each row on the Team page does the same thing as Disable user and Enable user, without opening the profile.

On the phone app

  1. Open the menu and tap Team.
  2. Tap a person. You'll see the same four tabs.

The app's Team list has Search and three status chips (status: Active, Disabled, All), but no role or user type filter. Each card has its own Active switch.

On the app's Profile tab you can edit Name, Phone, Home address and Role. You'll also find switches for Field team member, Track location, Show in schedule and Send location alerts, plus Tax classification, Labor cost per hour and Notes, then Save. Reset password and Disable user are links just above Save. Email is shown, but you can't edit it.

On the app's Availability tab, the switch is called Same as business hours, and each day gets one start and end time.

Note: The profile picture, schedule color, extra phone numbers, split shifts, the Actions menu and the CRM feature boxes are only on the web on a computer.

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