Setting up employee Access, Permissions, and Notifications are important parts of getting your system up and running smoothly. Access and Permissions define what an employee can see and do within the system, ensuring that access aligns with their job responsibilities. Notifications keep employees informed about important events, tasks, and updates relevant to their role. Together, these settings help streamline workflows and reduce errors.
Table of Contents
- Employee Page Overview
- Editing Employee Details
- Connectors
- Addresses
- Online Access
- Managing Employee Roles
Navigate to Settings / My Business / Employees. Select an employee from the list to open their profile page.
Employee Page Overview
The employee profile page is where you view and manage a single employee’s information, contact details, addresses, system access, and roles. The page is organized into sections that appear as you scroll.
a. The employee’s initials or profile image and name at the top of the page. Clicking the name opens the edit pop-up.
b. More actions including the options to Edit, Reassign Customers, Set Inactive, and Delete.
c. Upload and manage pertinent Employee Files here.
d. A Connectors section with contact information such as email and phone.
e. An Addresses section for physical or mailing addresses.
f. An Online Access section showing username, user type, and access-related actions.
Note: For Employees without access there will be a button allowing you to Enable Online Access.
g. An Employee Roles section listing the roles assigned to the employee. Clicking here allows you to edit these Roles.
Editing Employee Details
You can edit the employee’s core details (such as name, position, and other profile fields) from their profile page. Use the edit control (such as a pencil icon or Edit button) near the employee name at the top of the page to open the details for editing. Update the fields you need, then save your changes. Required fields are marked with a red asterisk.
1. Click the Name or Edit Icon.
2. Update information as needed.
3. Click Save.
Connectors
The Connectors section (often labeled “Connect with” and the employee’s name) is where you manage the employee’s contact information. Email, phone, and other connector types can be added or edited here. Use the button or control in this section to add a new connector or to edit existing ones. The Personal label may appear for personal email or similar contact details.
1. Click Add Connector or the Edit Connectors icon.
2. Select the type of Connector.
3. Enter the information.
4. Click Save.
Addresses
The Addresses section is where you manage the employee’s physical or mailing addresses. Click the Add Address button to add a new address and enter the required information. Existing addresses are listed in this section; use the options on each address to edit or remove it as needed.
1. Click Add Address.
2. Enter the information.
3. Click Save.
Online Access
The Online Access section shows whether the employee has system access and lets you manage it. Here you will see the Username (typically their sign-in email), User Type, User Created date, and Last Activity date.
a. Password Reset – Use this button to send the employee a link or process to reset their password.
b. Revoke Access – Use this button to remove the employee’s access to the system. Do this when an employee leaves your company so they can no longer sign in. Their profile and historical data can remain; revoking access only removes their ability to log in.
For employees who do not yet have system access, the employee list will show an Enable Online Access option so you can send them an invitation to create a sign-in and access the system.
Giving Employee Online Access
1. Click Enable Online Access.
2. Enter the Username.
3. Click Next.
4. Select the User Type for this Employee. Options include:
- Timeclock - This is the basic Employee level with access only to the most basic system function.
- Production - This user will only be able to access details pertaining to the production workflow.
- Full User - This user is typically an owner, manager, or administrator and has complete access to the system.
5. Click Next.
6. Click Invite User.
The Employee will then receive an email to the email entered as the username. They must then click on the email and follow the steps to complete the activation process.
Managing Employee Roles
The Employee Roles section lists the roles currently assigned to the employee (for example, Accounting, Designer, Installer, Project Manager, Salesperson). Roles determine what the employee can see and do in the system; they receive all permissions associated with each role assigned to them.
1. Click Manage Employee Roles to add, remove, or change roles.
2. Use the dropdown to select the Roles associated to this Employee.
Note: Role definitions are managed in Settings / My Business under Employee Roles & Permissions (if available in your environment).
Note: Permissions granted by the Employee’s assigned roles cannot be reduced on the Employee profile; the Employee receives all permissions for each Role they have. To limit access, assign fewer Roles or adjust the role definitions in Settings.