Users & Team
Manage team members, their roles, and how they sign in. Only admins can invite and manage other users.
Roles
Every user has one of three roles.
| Role | Description |
|---|---|
| Admin | Full access. Can manage tickets, clients, revenue, quotes, users, and settings. Can invite other users and change roles. |
| Technician | Day-to-day access. Can create and edit tickets, clients, revenue, and expenses. Cannot delete records or manage users or settings. |
| Viewer | Read-only access to tickets, clients, revenue, and expenses. Cannot create, edit, or delete anything. |
Inviting a user
- Go to Users in the sidebar
- Click Invite User
- Enter the user's name, email, and role
- Click Send Invite. The user receives a magic link by email valid for 7 days
- When they click the link they are signed in and their account is active
Sign-in methods
Users can sign in using any of the following methods. The Login column on the Users page shows how each user last authenticated.
| Method | Description |
|---|---|
| Magic Link | Passwordless. User enters their email, receives a sign-in link valid for 30 minutes, and clicks it. No password required. |
| Password | Traditional email and password login. Users can set or change their password from My Account. |
| Sign in with a Google account via OAuth. | |
| Microsoft | Sign in with a Microsoft account via OAuth. |
Setting and changing passwords
Users invited via magic link do not have a password by default. A password can be set or changed at any time.
By the user (My Account)
- Setting a password for the first time: Go to My Account > Security and enter a new password. Once set, the user can log in with either their password or a magic link.
- Changing an existing password: Go to My Account > Security, enter the current password to confirm, then enter and confirm the new password.
By an admin (Users page)
Admins can set or reset a password for any user in their organization without knowing the user's current password. Click Set Pwd next to any user in the Users table and enter the new password. This is useful for account recovery.
By a system admin
System admins can set a password for any user in any organization from the System Admin panel.
Resending a login link
If a user's invite link has expired or they can't find it, an admin can send a new magic link from the Users page by clicking Send Link next to the user. The link is valid for 24 hours.
Deactivating and reactivating users
Deactivated users cannot log in and are excluded from technician assignment lists. All their data (tickets, comments) is preserved. Admins can deactivate or reactivate any user except themselves from the Users page.
Editing a user
Admins can change a user's name and role from the Users page. A user cannot change their own role.
Technician workload
The Technicians page shows each tech's current ticket counts (Open, In Progress, Scheduled, and Overdue when any exist) alongside two workload totals:
| Card | What it shows |
|---|---|
| Closed | Tickets closed in the selected period. Use the period filter at the top of the page (This Month, Last Month, Quarter, YTD, Custom, or a specific month/year) to change the range. |
| Total Assigned | All non-cancelled tickets ever assigned to that tech, regardless of status. This is a workload-volume figure, not comparable to Closed. |
Click N active tickets under a tech's name to expand their currently open, in-progress, or scheduled work without leaving the page.
Schedule (week view)
Below the team workload on the Technicians page (admins), the Schedule shows a week of scheduled visits, one row per team member plus Unassigned. Each visit shows its time, title, and client, with a colored edge for priority. Finished visits are faded; cancelled ones are hidden. Click any visit to open its ticket.
- Move or reassign: drag a visit to another day or another person's row. It keeps its time of day. This is the same as editing the ticket, so calendar sync and the assignment email happen as usual.
- Needs scheduling: open work with no date is listed under the week. Drag one onto a day to schedule it at 9 AM for that row's person, then fine-tune the time on the ticket.
- Use ‹ / › to change weeks, This week to come back, and Show weekend to hide Saturday and Sunday.
- On a phone, pick a day at the top to see that day's visits by person. Dragging is desktop only.
My Account
All users can manage their own profile from My Account, or click their name/avatar card at the bottom of the sidebar to open a quick Edit Profile modal for name and photo without leaving the current page:
- Name: edit your display name
- Profile photo: upload or change their avatar
- Security: set or change their password and enable two-factor authentication
- Google Calendar: connect their Google Calendar to sync scheduled tickets as events
- Outlook Calendar: connect their Microsoft Outlook Calendar to sync scheduled tickets as events
- Setup guide: relaunch the onboarding tour
If you belong to more than one Servelo organization under the same email, a name or photo change syncs to your account in every one of those organizations automatically.
System admin
The system admin org is a special organization configured via the SYSTEM_ADMIN_ORG environment variable. Admins in that org can access the System Admin panel, split into General, Organizations, Tenants, Users, and Storage tabs (see Multi-Tenant for the full breakdown), which together allow them to:
- View all organizations on the platform, and group related tenants under one parent organization
- Suspend or reactivate organizations
- Change an organization's billing plan
- Browse a cross-tenant directory of every user, grouped by email across all their org memberships
- Set passwords for users in any organization
- Reset two-factor authentication for a user who has lost access to their authenticator app (e.g. got a new phone). This clears their MFA secret and backup codes so they can sign in with their password and set MFA up again.
- Edit a user's name — syncs to that same person's account in every org they belong to, same as a self-service edit from My Account
- Review S3 storage usage per org and clean up individual ticket photos to reclaim space
- Delete organizations and their data permanently
See Multi-Tenant for more on system-level administration.