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.
My Account
All users can manage their own profile from My Account:
- 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
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, which allows them to:
- View all organizations on the platform
- Suspend or reactivate organizations
- Change an organization's billing plan
- View and manage users across any organization
- 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.
- Delete organizations and their data permanently
See Multi-Tenant for more on system-level administration.