User Management & Roles

Required Role: OWNER
Plan Required: All Plans

Invite users to your account, assign roles with appropriate permissions, and manage user access to features and data.

Overview

User Management allows you to add team members, assign roles (OWNER, EMPLOYEE, TEAM_LEADER, TEAM_MEMBER), control what each user can access, and manage user accounts.

Getting Started

Access User Management from:

• Settings → User Management or Users
• Only OWNER role can manage users

User Roles

Understanding the different roles and their permissions:

OWNER

• Full Access: Complete access to all features
• User Management: Can invite, edit, and remove users
• Business Settings: Can modify all business settings
• All Data: Access to all customers, jobs, invoices, etc.
• Billing: Can manage subscription and billing

EMPLOYEE

• Near Full Access: Access to most features
• Limited Settings: May have restrictions on some settings
• All Data: Access to all business data
• No User Management: Cannot manage other users
• No Billing: Cannot access billing settings

TEAM_LEADER

• Team Management: Can manage their team
• Team Jobs: Can view and assign jobs to team
• Limited Data: Only sees team-related data
• No Settings: Cannot access business settings
• No Billing: Cannot access billing

TEAM_MEMBER

• Assigned Jobs: Can view jobs assigned to them
• Update Status: Can update job status
• Personal Schedule: Can view personal schedule
• Very Limited: Minimal access to other features
• No Settings: Cannot access any settings

Inviting Users

Step-by-Step: Invite a New User

1. Navigate to Settings → User Management

2. Click "Invite User" or the plus icon

3. Enter invitation details:

• Email: User's email address
• Name: User's full name (optional)
• Role: Select role (EMPLOYEE, TEAM_LEADER, or TEAM_MEMBER)
• Team: If TEAM_LEADER or TEAM_MEMBER, assign to team (optional)

4. Click "Send Invitation"

5. User receives email invitation

6. They click link and create account

7. They're automatically added to your account

Invitation Process

1. Send Invitation: You send invitation email

2. User Receives Email: Invitation email with link

3. User Accepts: Clicks link and creates account

4. Account Created: User account is created

5. Access Granted: User can sign in with assigned role

Managing Users

Viewing Users

1. Go to Settings → User Management

2. View list of all users:

• Name and email
• Role
• Status (Active, Invited, etc.)
• Last login
• Actions

Editing Users

1. Go to Settings → User Management

2. Click on user name

3. Click "Edit" button

4. Update:

• Name
• Email (may require verification)
• Role
• Team assignment

5. Click "Save"

Changing User Roles

1. Open user detail page

2. Click "Edit"

3. Change "Role" dropdown

4. Select new role

5. Save changes

6. User's access updates immediately

Removing Users

1. Go to Settings → User Management

2. Find user to remove

3. Click "Remove" or delete icon

4. Confirm removal

5. User is removed from account

6. Note: User's data may be preserved depending on settings

Team Assignments

Assign users to teams (for TEAM_LEADER and TEAM_MEMBER roles).

Assigning to Team

1. When inviting or editing user

2. If role is TEAM_LEADER or TEAM_MEMBER

3. Select "Team" dropdown

4. Choose team

5. Save

Related: See Teams & Crews for team management

Resending Invitations

If user didn't receive invitation:

1. Go to Settings → User Management
2. Find user with "Invited" status
3. Click "Resend Invitation"
4. New invitation email is sent

Common Tasks

Viewing User Activity

1. Go to Settings → User Management

2. Click on user name

3. View user details:

• Account information
• Role and permissions
• Last login
• Activity history (if available)

Deactivating Users

1. Open user detail page

2. Click "Deactivate" button

3. User is deactivated

4. Cannot sign in

5. Can be reactivated later

Reactivating Users

1. Open deactivated user

2. Click "Reactivate" button

3. User can sign in again

4. Access is restored

Troubleshooting

Invitation not received

• Check email: Verify email address is correct
• Check spam: Look in spam/junk folder
• Resend: Try resending invitation
• Check email settings: Verify business email is configured

User can't sign in

• Check status: Verify user account is active
• Verify invitation: Ensure invitation was accepted
• Check email: User must use email from invitation
• Reset password: User can reset password if needed

Can't change user role

• Check permissions: Only OWNER can change roles
• Verify user: Ensure user exists
• Try again: Refresh and try again
• Contact support: If issue persists

User has wrong access

• Check role: Verify user's role is correct
• Review permissions: Check what role should have access to
• Update role: Change role if needed
• Refresh: User may need to sign out and back in

Can't remove user

• Check dependencies: User may have active assignments
• Verify permissions: Only OWNER can remove users
• Deactivate instead: Consider deactivating instead
• Contact support: If issue persists

Related Articles

• Teams & Crews - Team management
• Account Settings - User account settings
• Business Settings - Business configuration

Best Practices

1. Assign appropriate roles: Give users only the access they need
2. Use teams: Organize team members with teams
3. Document roles: Keep notes on what each role can do
4. Review regularly: Periodically review user access
5. Remove inactive: Remove users who no longer need access
6. Secure invitations: Only invite trusted users
7. Train users: Ensure users understand their access level
8. Monitor activity: Review user activity when possible
9. Update promptly: Update roles when responsibilities change
10. Keep current: Maintain accurate user list