Invite an employee and set their role

By the end of this article you will have invited a new team member, chosen what they can see and do, and know what happens on their side before they can sign in.

Before you start

You need the Admin role — only an Admin can change the team. Each person holds exactly one role, and you pick it on the invite. If you are not sure which one fits, read “Roles and permissions: what each role can do” first; the short version is that Technician is for someone who works jobs in the field app, Manager runs the day and can work jobs too, Accounting runs the books, and Viewer reads everything and changes nothing.

Invite someone

1. Open Team → Employees and click Add Employee.
2. Fill in First Name, Last Name and Email. The email is the address they will sign in with, and it cannot be changed afterwards — to move someone to a new address you invite them again under it.
3. Choose their Role. The default is Viewer, which is the safest choice if you are unsure: you can change it later from the same form.
4. Set how they are paid under Pay Type, if you want payroll to price their work from day one. Not set pays per job. Hourly and Both reveal an Hourly Rate ($) field; Salary reveals a Salary Amount and how often it is Paid. Nothing here is visible to the employee.
5. Optionally set a Hire Date (blank means today — a salary is earned from this date), a Max hours per week below your company’s overtime threshold, and a Home base if you have more than one location and their day starts somewhere other than the primary one.
6. Click Invite Employee.

You will see “Invite email sent!” — the new person receives an email from your company with a link to set their own password. Until they use it, their row shows a Pending status, and once they have signed in it turns to Active.

If the invite email did not arrive

Hover over the pending row and click the Resend invite email icon. You can resend after a short wait — if you click again too soon you will see “Please wait before resending the invite.” Ask them to check the spam folder before you try a third time.

Seats and your plan

The Starter plan includes one person, Pro includes three and Business includes ten. On Pro and Business you can go past the included count: the form tells you before you send the invite what the extra seat adds to your next bill, and the seat is charged as long as the person stays active. On Starter, the form refuses an invite past the limit and points you to an upgrade. Deactivating someone frees their seat.

After the invite

Click a row, or its Edit employee icon, to change anything except the email — role, pay, hours cap, home base, and whether they are still Active Employee. Once the person exists, the form also shows their Employment History, where you can correct a start date or record a last day; see “Deactivate an employee” for how those relate.

Good to know

• One email, one company at a time. If the same person works for two businesses that both use the platform, they are invited separately by each and pick which one they are working for when they sign in.
• Search finds people by role. The search box on the Employees page matches the role name too, so typing “technician” lists the crew.
• You cannot remove the last Admin. The form refuses to change the role, or deactivate, the only active Admin, so a company can never lock itself out.
• There is no way to invite from the field app. Inviting and role changes happen here only.