How to Add and Edit User Profiles and Permissions

Overview

Effectively managing user access is crucial for security and operational efficiency. This tutorial will guide you through the process of inviting new users, assigning and modifying their roles, and customizing their permissions within the system. By the end, you'll be able to confidently manage your team's access in a structured way.

Step-by-Step Instructions

Follow these steps to manage users and their permissions:

• Navigate to User Settings

  • From the main navigation menu on the left, click on Settings.

  • In the Settings menu, select the Users tab. This will display a page with lists of Active Users, Invited Users, and Disabled Users.

• Invite a New User

  • Scroll down to the Invited Users section.

  • Click the Invite User button.

  • In the Add user pop-up window:

    • Enter the new user's email address in the Email field.

    • Click on Select A User Role and choose the appropriate role from the dropdown menu (e.g., Admin, Ops, Sales, Field Lead, Crew Member).

    • Click Add User. The user will receive an email invitation and will appear in the Invited Users list until they accept.

• Modify an Existing User's Role

  • In the Active Users list, locate the user whose role you want to change.

  • In the Role column for that user, click the dropdown menu displaying their current role.

  • Select the new role from the list. The change is applied immediately.

  Insight: User roles come with a set of default permissions, providing a quick way to grant appropriate access based on job function.

• Disable a User

  • If a user no longer needs access, you can disable their account.

  • In the Active Users list, find the user you wish to disable.

  • Click the dropdown menu in their Role column and select Disabled.

  • The user will be moved from the Active Users list to the Disabled Users list at the bottom of the page.

• Re-enable a Disabled User

  • To grant access to a previously disabled user:

  • Scroll down to the Disabled Users list.

  • Locate the user and click the dropdown menu in their Role column (which will currently show Disabled).

  • Select an active role (e.g., Admin, Ops, Sales). The user will be moved back to the Active Users list.

• Customize User Permissions

  Navigate to the user management screen by clicking Settings in the main menu, and then selecting the Users tab.You will see a list of all Active Users. Locate the user you wish to modify and click the pencil icon on the right side of their row to open the editor.

  Note: For security, administrators cannot edit the profiles or permissions of other administrators. The edit icon will be unavailable for users with an Admin role.

  • In the Edit User window that appears, you can update their basic profile information, such as their First name, Last name, Nickname, and Phone Number.

    Insight: The Employee ID field is a powerful tool for streamlining your back-office operations. By assigning a unique ID that matches your payroll system, you can simplify time tracking exports and ensure accurate payroll processing, especially for employees with similar names.

  • Below the main profile fields, you can perform two key administrative actions:

    • Update Email Address: Changes the user's login email.

    • Reset Password: Sends an email to the user with a secure link to reset their password.

  • Scroll down to the Manage User Permissions section. Here, you can use the toggles to enable or disable specific capabilities for that user, tailoring their access to their role.

  • After making all desired changes, click the Save button at the top right of the window to confirm and apply your updates.

Pro tip: Regularly review user roles and permissions, especially for users who have changed responsibilities, to ensure they only have access to what they need.

Troubleshooting

• Some permissions are greyed out and cannot be changed:

  • This is intentional. Certain roles have fixed permissions that cannot be overridden to maintain the integrity and security model of that role. For example, a "Field Lead" might not be permitted to view or create estimates by default, and this permission cannot be enabled for that role.

• Invited user is not showing in the "Active Users" list:

  • The user needs to accept the invitation sent to their email address. Once they accept, their status will change, and they will appear in the Active Users list. Check the Invited Users list to see if their invitation is still pending.

• I can't find the edit icon for an administrator.

  • This is intentional. To maintain system security and integrity, administrators are not permitted to edit the profiles or permissions of other administrators.

• A user is unable to log in after I updated their email address.

  • When you update a user's email, you are also changing their primary login credential. You must inform the user of the change so they can use their new email address to log in successfully.