Add users, employees and crew access

1Choose the right kind of person

Open Settings → Team. The list shows roles, login restrictions, last login, contact details, job titles and location. Export downloads the user table.

Choose Create. Leave Crew only unchecked for an office login; check it for a mobile crew login. Both are users who can sign in. For an employee who does not need a login, use Settings → Shop Costs → Employees instead.

2Enter the account details

Enter Full Name, Email, Phone and the required password fields. Use an email the person can access when you intend to send an invitation. The Salesperson display name is separate from a permission role and from job titles.

Login From sets the offered office/anywhere login restriction. Shop Location selects the default shop context; it is not a warehouse rack or an access role.

3Review job access and check-in

Job access controls whether shop check-in is needed before opening jobs. Auto follows the applicable role rule; After shop check-in explicitly requires it; Anywhere exempts the person. The gate applies when a shop location has geofencing enabled.

Force Check In (today) is an administrator workaround for a failed check-in. Use it deliberately for the intended person; it is not a permanent replacement for configuring access.

4Choose job titles and permission roles

Select every relevant Job Title. Titles affect scheduling eligibility and customer-portal offerings; they do not replace permission roles. Add / edit titles opens the shared title list, where available.

Review Administrator separately from the role checkboxes. Multiple roles can grant access together. In Settings → Roles, open the role and read its actual permissions, including any advisory or legacy notes. A role name alone does not define access.

5Understand Team Edits and locked views

Review Team Edits in the role editor for the specific self-service changes described there. It does not grant every employee permission to edit all team accounts.

Lock to owned records restricts which work the person can open. The browse choice can leave the wider list visible while restricting record access. Leave the lock unset when the normal role rules are intended.

6Review the invitation choice and save

Review Send welcome email before saving. Clearing it creates the account without sending that email. Saving a person and sending an activation link are distinct actions.

Reopen the saved user and check the roles, titles, login restrictions and location. Send welcome email in the existing user form sends a fresh activation link when needed. Check the recipient before using it.

7Maintain the headshot and inspect history

Save the user first, then reopen it to Upload a headshot. The form accepts PNG or JPEG up to 3 MB. Replace changes the image; Remove clears it. The image is used on customer share links where shown.

Expand Login History to inspect recorded sign-ins. A new account can have no entries. Change Log shows the selected user’s recorded activity; it is not simply a list of edits made to that user’s settings.

8Create or convert crew access

For a mobile crew login, choose Crew only, enter the name, role, phone and email, then review Shop Location and Send welcome email before saving.

An existing user can offer Convert to a crew app login on save or Convert to a normal login on save. Review the destination experience and the remaining fields before saving the conversion. A legacy no-login employee is still not a usable login.

9Disable sign-in when necessary

Open the existing user, check Disabled and save when that person should no longer sign in. Clear it and save to restore access intentionally. Preserve linked jobs and employee costing records as your shop requires.

10Add employees without creating logins

In Settings → Shop Costs, use Employee name and Add for a person who needs scheduling or cost tracking but no app login. Complete the employee fields and rates appropriate to your shop. Adding this employee does not invite them or grant sign-in access.

A user and its linked employee record serve different purposes. Review the linked record instead of creating duplicates for the same person.

11Build a crew from employees

In Shop Costs, enter Crew name and choose Add Crew. Select Edit Members, choose the employees who work together, and select Done. A crew groups employees for assignment; it is not a shared login account.

12Verify the person’s actual work

Have the person sign in with their own account and verify the pages and assigned work they need. Check opening records and performing permitted actions, not only whether the sidebar is visible.