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Managing Users & Roles

Account Settings & Users is only visible to superusers — everyone else on your account won't see a Settings link at all.

The Users grid, with a Skills column showing EPA 608 and Mini-split on one user

The Users grid​

Shows Username, Email, Name, Status (Active/Inactive), and Role (Admin, Staff, or User). Inactive users are hidden by default — check Show Inactive to see them.

Adding a user​

Click + Add User: Username, Email, and Password are required; First Name, Last Name, Active, Staff, and Superuser are optional (new users default to Active, non-Staff, non-Superuser).

  • Staff access can manage things ordinary users can't — email mailboxes, SMTP settings, and team timesheets.
  • If you use skill-based dispatch, attach Skills to a user's record — the Dispatch board matches technicians to jobs based on these.

The Edit User modal, with Active/Staff/Superuser checkboxes and Skills chips selected

Double-click an existing user to edit them. The password field is optional when editing — leave it blank to keep their current password, or type a new one to reset it. There's no separate "reset password" action; this is how an admin resets a teammate's password.

Deactivating vs. deleting​

  • Deactivating (unchecking Active) keeps the user's record intact and just hides them and blocks login — the reversible option. Deactivate rather than delete when possible, so payroll and job history stay attached correctly.
  • Deleting removes them permanently, from the row's right-click menu or a bulk-select delete.
  • A tenant always needs at least one active superuser — if a user is your only one, their Active and Superuser checkboxes are disabled and they can't be deleted until you promote someone else first.

Seat limits​

Your plan caps how many active users you can have — inactive/deactivated users don't count against that limit. There's no seat counter shown on the page itself; if you try to add a user past your limit, you'll get an error only after you submit the form, not a proactive warning beforehand. This check applies when a non-superuser creates the new user; a superuser adding a teammate isn't blocked by it directly, though your plan's actual seat allowance still reflects what you're paying for.

Tips​

  • Deactivate departing employees rather than deleting them, so their name still shows up correctly on old tasks, jobs, and communication history.
  • If you're approaching your seat limit, check My Plan (see Company Profile & Branding) before you need the next hire.
  • Promote a second superuser early — being the sole superuser is a single point of failure.